Inventory & Purchasing Coordinator – Luxury Hospitality

Family Office; Hawaii; On-site; USD 51,000 - 58,000; Full time

Job summary

Family Office is seeking a detail-oriented Purchasing & Inventory Assistant for a large private ranch. The role balances inventory control with hospitality, procurement, and administrative support to ensure smooth daily operations.

The ideal candidate is organized, tech-savvy, and capable of handling confidential information with discretion and professionalism across multiple departments.

Qualifications

• 2–4 years experience in procurement, luxury hospitality, or high-end administrative support preferred.
• Proficiency with inventory tracking, expense management platforms, and digital literacy is required.
• Valid driver’s license and ability to run local errands.
• Demonstrated discretion and confidentiality regarding high-net-worth clients and guests.

Responsibilities

• Manage digital inventory using Sortly and track assets.
• Log purchasing status, delivery dates, and provide weekly updates in Smartsheet.
• Scan and log receipts and expenses using Ramp.
• Recommend stock levels and review store room descriptions and categories.
• Source local supplies including décor, guest amenities, and groceries.
• Assist with organization and staging of furnishings and supplies.
• Support guest amenities, shopping, and concierge tasks.
• Coordinate event logistics and vendor services.
• Handle records management and routine audits.

Skills

Inventory tracking

Expense management

Digital literacy

Discretion

Judgement & independence

Organization

Attention to detail

Communication

Collaboration

Service orientation

Tools

Sortly

Smartsheet

Ramp

Job description

Family Office is seeking a detail-oriented Purchasing & Inventory Assistant for a large private ranch. The role balances inventory control with hospitality, procurement, and administrative support to ensure smooth daily operations.

The ideal candidate is organized, tech-savvy, and capable of handling confidential information with discretion and professionalism across multiple departments.