Overview

The Purchasing Coordinator supports the procurement and inventory functions of the Food & Beverage department within a fast-paced arena environment. Reporting to the Warehouse Manager, this role is responsible for sourcing and coordinating the timely purchasing of food, beverage, and supply items to ensure the successful execution of both event-day and daily operations. This position plays a key role in managing vendor relationships, tracking orders, monitoring inventory levels, and ensuring products meet operational, financial, and quality standards. The ideal candidate is detail-oriented, highly organized, and proactive, with strong communication and coordination skills to work effectively across culinary, warehouse, and operational teams.

In addition to core purchasing responsibilities, the Purchasing Coordinator collaborates with corporate programs and functions to support compliance with company-wide procurement guidelines, sustainability goals, and community engagement initiatives. This includes sourcing responsibly, participating in diversity supplier programs, and supporting efforts aligned with corporate social responsibility (CSR) objectives.

This role will pays an hourly rate of $24.50-$25.00.

Benefits for Part-Time roles: 401(k) Savings Plan and 401(k) matching

This position will remain open until October 10, 2025.

Responsibilities

• Process and track purchase orders for food, beverage, and supply items in alignment with operational needs, budgets, and event schedules.
• Review requisitions for accuracy and completeness; follow up on discrepancies and convert approved requisitions into purchase orders and change orders.
• Coordinate with vendors and internal departments to ensure product availability, quality standards, and timely delivery.
• Monitor inventory levels and support proactive restocking to minimize shortages and reduce waste.
• Maintain accurate purchasing, receiving, and vendor records in compliance with audit requirements and internal policies.
• Address order discrepancies, invoice issues, and delivery concerns professionally and promptly.
• Collaborate with culinary, warehouse, and F&B leadership to align purchasing with menu planning and event calendars.
• Serve as a liaison between departments and vendors, providing guidance on procurement procedures, contract terms, and bid processes.
• Prepare and manage consistent, high-quality procurement documents, including Requests for Quotes (RFQs) and bid analyses.
• Support vendor outreach and development, with a focus on increasing participation from Minority and Women-Owned Business Enterprises (MWBEs).
• Assist with contract tracking, vendor performance reviews, and analytical reporting for the Purchasing & Supplier Diversity Manager.
• Maintain organized electronic filing systems for procurement records and documentation.
• Provide training and support to internal teams on procurement processes and supplier diversity initiatives.
• Ensure alignment with corporate procurement programs, sustainability efforts, and community engagement goals.
• Identify cost-saving opportunities and recommend strategic sourcing improvements.
• Perform other related duties as assigned.

Qualifications

• A High School Diploma or equivalent and two (2) years of college preferred with major coursework in accounting, finance, business administration or a closely related field.
• 2-3 years of professional experience.
• Prior experience in Hospitality and purchasing department a plus.
• Must be able to prioritize schedules, work independently and follow instructions.
• Good written and oral communication skills.
• Must be accurate and efficient with ability to meet deadlines.
• Capable of working with all levels of management.
• Proficiency in Microsoft Office, Word, Excel, and Outlook required.
• Knowledge of ERP and AP Processes.