Purchasing Coordinator

Description:

JOB SUMMARY: Reporting to the Senior Director of Food Operations and Sales (hereafter Senior

Director), this position is responsible for all purchasing and inventory management in the

commercial kitchen. This position works with vendors, places orders, tracks delivery and

reconciles invoices for all kitchen operation purchases, runs pull sheets to ensure each cooking

area receives from the warehouse the ingredients needed for the menu produced daily. Also

works with cook/chill and customers to ensure on-time delivery of finished products. The

Purchasing Coordinator ensures that proper sanitation standards and requirements are met and

ensures procedural compliance, which supports workplace safety and regulatory requirements for

commercial customers.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

1. Purchases goods of approximately $3-5 million annually for kitchen operations.

2. Meet budgets for raw food, meal supplies and any other supplies required in the production

and delivery of the meals or other food products.

3. Develop orders based on the menus. Train and learn how to run the pull sheets two weeks

in advance to determine the orders. Verify the pull sheets are correct. If incorrect,

determine the correction, change the recipe and/or the pull sheet and document the

correction, attach the correction to the incorrect pull sheet, sign and give the paperwork to

the Senior Director or to the individual she assigns to make the corrections in Computrition.

Once the corrections are inputted, run the pull sheets again, verify the correction and then

place the order. Only use cook’s estimated needs as a verification that the orders are correct.

4. Train and learn how to place all orders through Computrition and provide the order details to Receiving.

5. Ensure orders meet the vendor’s requirements to get the maximum discount when possible.

6. Work with the Senior Director to ensure food costs remain within the established budgets.

7. Monthly, identify the items that are slow moving or have expired. Report to the Senior

Director the items identified. Suggest utilization of the items if possible.

8. Verify receipts with warehouse daily to identify shortages, quality issues, or substitutions.

Follow up with vendors on issues. All substitutions must be reported to accounting.

9. Run the pull reports for all menus for production 3 to 4 days in advance of production and

verify that inventory is in-house. Communicate all shortages or substitution issues

immediately to the Senior Director and the Production Manager.

10. Coordinate the purchase, customer service requirements and menu planning for the

Second Harvest School Lunch program and any other accounts assigned.

11. Negotiate with vendors for goods and services, negotiating the best possible price and service guarantee.

12. Prepare reports and ensure that they are on time and delivered to the proper departments.

13. Assist in resolving questions and providing customer service for all commercial clients.

14. Assist in the development of menus in conjunction with the registered dietitian for

programs that require a dietitian’s approval or input.

15. Ensure cost of the menus meet the budget plus the nutritional requirements or other

requirements based on the program.

16. Ensure all food safety standards are followed, including following all the requirements of

all programs (dietary requirements, allergies, goals to grow the account, menu development, etc.)

17. Ensure food for commercial clients adheres to all food safety and HACCP principles.

18. Keep the Senior Director and the Production Manager informed of any issues and/or changes at all times.

19. Cross-train personnel as backup to the Purchasing function.

20. Complete additional duties and responsibilities as required.

EDUCATION, EXPERIENCE AND QUALIFICATIONS:

- Associate’s Degree or one to three years’ purchasing experience in large volume food facility. Other combination of formal education and experience will be considered.

- Must successfully complete ServSafe Certification with a minimum score of 75 points within the first 90 days of employment.

- Must have demonstrated competency in computer applications, including Computrition and Microsoft Office Suite (Word, Excel, and PowerPoint).

- Excellent written, oral communication skills, and business acumen.

Requirements:

PHYSICAL JOB REQUIREMENTS:

- Constantly remains in a stationary position and traverses locations.

- Constantly operates equipment, computers, or tools.

- Constantly extends body, arms or hands as needed to perform essential duties and responsibilities.

- Occasionally ascends/descends and positions self as needed to complete essential duties and responsibilities.

- Constantly speaks, communicates, interprets or exchanges information accurately.

- Constantly perceives objects over moderate or long distances, with or without accommodation.

- Constantly distinguishes differences or similarities in intensity or quality of odors when preparing meals for program participants.

- Frequently moves, transports, and positions objects weighing up to 50 pounds.