Director of Purchasing and ReceivingDepartment: Administration / Operations
Reports To: Chief Financial Officer / General Manager
Classification: Exempt
Location: The Fall Line-Butler, GA
Position SummaryThe Director of Purchasing and Receiving is responsible for leading and overseeing the Club's purchasing, procurement, receiving, inventory control, and vendor management functions. This position ensures that goods and services are sourced efficiently, received accurately, properly documented, and aligned with The Fall Line's operational, financial, and service standards.
Working closely with department leaders, Finance, Culinary, Golf Operations, Golf Course Maintenance, Hospitality, Farm Operations, Housekeeping, and other functional areas, the Director develops purchasing strategies that support quality, cost control, operational readiness, and exceptional member service.
The Director will establish consistent purchasing and receiving procedures, strengthen internal controls, manage vendor relationships, identify cost-saving opportunities, and ensure departments have the products and materials necessary to operate at the highest level.
Essential Duties and ResponsibilitiesPurchasing and Procurement- Lead purchasing and procurement activities across Club departments, ensuring purchases support operational needs, quality expectations, approved budgets, and established policies.
- Develop and maintain standardized purchasing processes, approval requirements, and documentation procedures.
- Partner with department leaders to forecast purchasing needs and ensure adequate availability of critical products and supplies.
- Source products, equipment, materials, and services from qualified vendors while balancing quality, availability, cost, and service.
- Solicit and evaluate competitive bids and proposals for significant purchases and recurring goods or services.
- Negotiate pricing, terms, delivery schedules, service agreements, rebates, and other vendor arrangements.
- Identify opportunities to consolidate purchasing and leverage the Club's overall purchasing volume.
- Monitor market conditions, product availability, and pricing trends that may impact Club operations.
- Maintain appropriate purchasing records, contracts, pricing agreements, and vendor documentation.
- Ensure purchases are properly authorized and comply with established financial controls.
Receiving and Inventory Control- Oversee the Club's receiving function and establish consistent standards for the acceptance, inspection, documentation, and distribution of deliveries.
- Ensure received products are matched against purchase orders, invoices, packing slips, and established specifications.
- Verify quantities, product quality, condition, pricing, and delivery accuracy.
- Establish procedures for addressing shortages, damaged goods, incorrect shipments, substitutions, and vendor credits.
- Ensure products are promptly distributed to the appropriate department or secured in designated storage areas.
- Develop inventory control practices that reduce waste, loss, duplication, and unnecessary purchasing.
- Coordinate regular physical inventories and cycle counts as appropriate.
- Assist departments in establishing appropriate par levels and inventory standards.
- Maintain strong controls over high-value, sensitive, or frequently purchased inventory.
- Partner with Finance to investigate and resolve discrepancies between purchase orders, receiving documentation, invoices, and inventory records.
Vendor Management- Develop and maintain professional relationships with vendors, suppliers, contractors, and service providers.
- Establish expectations related to product quality, delivery standards, responsiveness, pricing, and service.
- Evaluate vendor performance and address recurring quality, service, delivery, or billing concerns.
- Maintain an approved vendor list and ensure appropriate vendor documentation is obtained and maintained.
- Identify alternative suppliers when necessary to reduce operational risk and improve purchasing flexibility.
- Partner with department leaders when selecting vendors for specialized operational needs.
- Ensure vendor relationships reflect the Club's standards of professionalism, integrity, and service.
Financial and Administrative Responsibilities- Partner closely with Finance and department leaders to support budget management and cost control.
- Review purchasing trends and identify opportunities for savings and operational efficiencies.
- Monitor departmental purchasing activity for unusual spending patterns, duplicate purchases, or opportunities for consolidation.
- Support accurate coding, documentation, and reconciliation of purchases.
- Assist with annual budgeting and forecasting related to supplies, equipment, inventory, and contracted services.
- Develop reports and metrics related to purchasing activity, vendor performance, savings initiatives, inventory, and receiving discrepancies.
- Ensure appropriate segregation of duties and internal controls are maintained throughout the purchasing and receiving process.
Leadership and Operational Support- Provide leadership and direction to purchasing, receiving, warehouse, or inventory personnel as assigned.
- Establish clear performance expectations and provide coaching, training, and development.
- Promote accountability, organization, accuracy, and attention to detail.
- Collaborate across departments to resolve purchasing and supply-chain challenges quickly and professionally.
- Support new projects, Club expansions, special events, capital purchases, and seasonal operational requirements.
- Develop and maintain written standard operating procedures for purchasing, receiving, inventory management, and vendor management.
- Serve as a resource to department leaders regarding purchasing practices, vendor selection, product sourcing, and cost management.
Qualifications- Bachelor's degree in Business Administration, Supply Chain Management, Finance, Hospitality Management, or a related field preferred.
- Five or more years of progressive experience in purchasing, procurement, supply chain, receiving, inventory management, or a related operational function.
- Previous leadership or supervisory experience preferred.
- Experience within hospitality, private clubs, resorts, food and beverage, golf operations, or similarly complex operations is highly desirable.
- Demonstrated experience negotiating with vendors and managing supplier relationships.
- Strong understanding of purchasing controls, inventory management, receiving procedures, and financial documentation.
- Strong analytical, organizational, and problem-solving skills.
- Ability to manage multiple priorities in a fast-paced and evolving environment.
- Strong interpersonal and communication skills with the ability to work effectively across all levels of the organization.
- High degree of integrity and discretion when managing financial and vendor information.
- Strong proficiency with Microsoft Excel and purchasing, inventory, financial, or enterprise software systems.
Knowledge, Skills, and AbilitiesThe successful candidate will demonstrate:
- Strong business and financial acumen.
- Excellent negotiation and vendor-management skills.
- Exceptional attention to detail and accuracy.
- Strong planning and organizational capabilities.
- A proactive approach to identifying operational and financial efficiencies.
- The ability to establish systems, processes, and accountability.
- Sound judgment and strong decision-making skills.
- The ability to build productive relationships with department leaders and external partners.
- A service-oriented mindset consistent with the expectations of a premier private club environment.
- The ability to maintain confidentiality and exercise discretion.
- A willingness to remain actively engaged in day-to-day operations when necessary.
Physical and Work Requirements- Ability to work in office, warehouse, receiving, storage, food and beverage, and outdoor operational environments as required.
- Ability to stand, walk, bend, and move throughout Club facilities.
- Ability to occasionally lift and move products or materials weighing up to 50 pounds.
- Ability to inspect deliveries, storage areas, and inventory locations.
- Ability to work a flexible schedule based on Club operations, including occasional early mornings, evenings, weekends, or holidays when business needs require.
Performance ExpectationsSuccess in this position will be measured through:
- Accurate and timely purchasing and receiving processes.
- Effective cost management and documented savings opportunities.
- Strong vendor performance and accountability.
- Reduced purchasing discrepancies, waste, and inventory loss.
- Reliable product availability for operating departments.
- Effective purchasing controls and documentation.
- Strong cross-departmental communication and responsiveness.
- Consistent adherence to Club policies and financial procedures.
- Development of scalable purchasing and receiving processes that support the continued growth of The Fall Line.
