Purchasing & Receiving Clerk

Rosewood Calistoga; Calistoga (CA); On-site; USD 64,000 - 67,000; Full time

Job summary

Rosewood Calistoga is seeking a Purchasing & Receiving Clerk to ensure accurate receiving, inspection, and documentation of all goods and supplies. You will support inventory integrity, vendor compliance, and timely procurement records across the hotel.

Reporting to the Director of Procurement, you will collaborate with Finance, Culinary, F&B, Housekeeping, Engineering, and operations to maintain a smooth supply chain and uphold Rosewood's luxury standards.

Qualifications

• Experience in receiving, purchasing, warehouse, storeroom, inventory or procurement operations.
• Knowledge of receiving procedures and required documentation.
• Experience with BirchStreet Procurement or similar platforms.
• Ability to operate receiving equipment safely and follow safety procedures.
• Strong organizational skills and attention to detail.

Responsibilities

• Receive, inspect, verify, and document all incoming deliveries against PO and packing slips.
• Enter receiving data into BirchStreet and hotel systems; ensure accuracy.
• Maintain records, reconcile inventory, and support procurement reporting.
• Coordinate movement of goods from receiving to storage and operations.
• Assist Accounts Payable with accurate receiving documentation and invoices.

Skills

Receiving

Inventory management

Procurement

Vendor coordination

Microsoft Excel

Education

High school diploma or equivalent

Tools

BirchStreet Procurement

Forklifts

Pallet jacks

Job description

We are driven to create a future where people and place enrich one another. We are wholly committed to rooting ourselves more deeply in every place we are in while setting new benchmarks for positive impact.

As a pioneering collective with a common purpose, we curate extraordinary moments and honor the soul of every place along our journey. At Rosewood Hotel Group, we answer The Calling. Together, we Make the Place.

THE TEAM

As part of the Procurement Division, which focuses on driving operational excellence, inventory integrity, and cost-effective sourcing, this role contributes to the seamless flow of goods and services that support every aspect of the guest and associate experience. You will report directly to the Director of Procurement, collaborating closely with Finance, Culinary, Food & Beverage, Housekeeping, Engineering, Talent & Culture, and other operational departments to ensure efficient receiving, inventory management, and procurement support across the hotel.

YOUR ROLE

The Purchasing & Receiving Clerk plays a vital role in maintaining the integrity of the hotel's supply chain by ensuring all goods, materials, and equipment are received, inspected, documented, and distributed accurately and efficiently. This position supports financial controls, inventory accuracy, vendor compliance, and operational readiness by maintaining organized receiving processes and accurate procurement records.

By providing exceptional service to internal stakeholders and external partners, the Purchasing & Receiving Clerk helps uphold Rosewood's commitment to quality, operational excellence, and luxury hospitality standards while ensuring the efficient movement of products throughout the property.

HOW YOU'LL MAKE THE PLACE

• Receive, inspect, verify, and document all incoming deliveries against approved purchase orders and packing slips
• Ensure all deliveries meet Rosewood quality standards, product specifications, and contractual requirements
• Refuse, document, and communicate unauthorized, damaged, defective, incorrect, or expired products
• Accurately enter receiving data into BirchStreet Procurement and related hotel systems
• Verify quantities, pricing, product condition, and accompanying vendor documentation prior to acceptance
• Coordinate the movement of goods from the receiving dock to designated storage and operating areas
• Manage incoming and outgoing guest, associate, vendor, and internal department packages
• Maintain a safe, organized, and efficient loading dock, receiving area, and storage environment
• Support storeroom operations through product distribution, stock organization, and inventory management
• Process approved departmental requisitions and ensure timely delivery of requested items
• Monitor product rotation and identify inventory approaching expiration dates
• Assist with physical inventories, inventory reconciliation, and stock control procedures
• Ensure proper storage and handling practices for food, beverage, chemical, operating supply, and capital equipment inventories
• Maintain complete and accurate records of purchase orders, receiving reports, packing slips, invoices, and vendor documentation
• Process receiving discrepancies, returns, credit requests, and vendor-related issues promptly and accurately
• Assist Accounts Payable and Finance teams by ensuring accurate receiving documentation and invoice processing
• Support month-end closing activities and procurement reporting requirements
• Follow all safety procedures, food safety standards, OSHA requirements, and company policies
• Operate receiving equipment, pallet jacks, carts, forklifts, and company vehicles safely and responsibly
• Participate in training programs, departmental meetings, and continuous improvement initiatives
• Maintain positive working relationships with associates, guests, and vendors while delivering exceptional internal service
• Support special projects and assist procurement and storeroom operations as business needs require
• Model Rosewood's culture, vision, and values in all interactions and daily responsibilities

COULD THIS BE YOU?

• You bring experience in receiving, purchasing, warehouse, storeroom, inventory, or procurement operations, preferably within a luxury hospitality, resort, food & beverage, or hotel environment.
• You demonstrate strong organizational skills, attention to detail, and the ability to manage multiple priorities in a fast-paced setting.
• You possess a solid understanding of receiving procedures, inventory controls, and documentation requirements.
• You have experience working with procurement, inventory management, or receiving systems, preferably BirchStreet Procurement or similar platforms.
• You demonstrate strong problem‑solving skills and are comfortable investigating and resolving delivery discrepancies.
• You possess excellent communication and interpersonal skills and build positive relationships with internal and external stakeholders.
• You are proficient in Microsoft Office applications, including Excel and Outlook.
• You have a commitment to workplace safety, operational excellence, and maintaining Rosewood's luxury service standards.
• You hold a high school diploma or equivalent qualification; additional education in hospitality, business, supply chain, or procurement is advantageous.
• You possess a valid driver's license and have experience operating, or the ability to become certified to operate, receiving and warehouse equipment.
• You are physically capable of lifting and moving products, working in receiving and warehouse environments, and supporting daily operational requirements.
• You maintain a guest‑centric mindset and understand the important role procurement and receiving teams play in delivering exceptional guest experiences.

OUR COMMITMENT TO YOU

At Rosewood Hotel Group, your voice is heard and valued. We're a community that encourages associates to be themselves, not fit into a fixed culture, and this philosophy shines through in our commitments to reflect and honor the history, culture and geography of our destinations. We're not only committed to building and nurturing genuine, long‑lasting relationships but to transforming them, and our Diversity, Equity and Inclusion (DEI) strategy helps put these principles into practice.

PAY TRANSPARANCY

The hourly pay rate for this position is $30.91 per hour. This is the pay rate for this position that the company reasonably expects to pay. Decisions regarding individual compensation will be based on several factors, including experience, qualifications, skills, education, and internal equity.