Hotel Receiving & Purchasing Clerk - Full Time

Hotel Name: M Social Sunnyvale Location: Onsite – Sunnyvale, CA Salary Range: $32.00 Hourly Join the Team at M Social Sunnyvale At M Social Sunnyvale, we don’t just welcome guests—we create moments, spark connections, and bring energy to every interaction. Designed for the young at heart, M Social delivers a bold and vibrant hospitality experience. About M Social Sunnyvale As the first ground-up M Social in the U.S., this innovative property features 263 rooms, a dynamic courtyard, and the signature Beast & Butterflies social hub. Located in Silicon Valley, the hotel blends technology, design, and social connectivity to create a unique guest experience. As part of Millennium Hotels & Resorts, a global hospitality leader with over 145 hotels across key destinations worldwide, our hotel is backed by a legacy of quality, consistency, and service excellence—driven by a passion for hospitality, an entrepreneurial spirit, innovation, and a progressive, solutions-oriented approach." At Millennium, we are guided by our core values: Passion for Hospitality – Delivering meaningful and memorable guest experiences Entrepreneurial – Taking ownership and acting with agility Innovation & Progressive – Continuously improving how we operate and serve Solutions & Results Oriented – Staying adaptable and focused on results These values shape how we work, how we lead, and how we create exceptional experiences for our guests and our teams. About the Role: As our Hotel Receiving & Purchasing Clerk, you will play an essential role in supporting the daily operations of the hotel by coordinating purchasing activities, receiving deliveries, maintaining accurate inventory records, and supporting the efficient flow of supplies and equipment throughout the property. You will work closely with Finance, Culinary, Food & Beverage, and other departments to support purchasing needs, monitor deliveries, verify invoices, and maintain organized receiving and storage areas. This role is ideal for a detail oriented and organized individual who enjoys working collaboratively, takes pride in accuracy, and understands the importance of purchasing controls, inventory management, and operational efficiency in a hospitality environment. Your Impact – Purchasing & Receiving Operations You will contribute to the success of M Social Sunnyvale by supporting timely purchasing, accurate receiving, proper inventory controls, and effective vendor coordination. Your attention to detail, organization, and accountability will help departments operate efficiently, manage costs, and maintain the supplies and resources needed to deliver exceptional guest experiences. What You'll Be Doing Purchasing & Procurement Support daily purchasing activities for hotel departments, including Food & Beverage, Culinary, and general operations Prepare and process purchase requisitions and purchase orders in accordance with company procedures Coordinate with department leaders to identify purchasing needs and order requirements Communicate with approved vendors regarding pricing, product availability, order confirmations, and delivery schedules Monitor outstanding purchase orders and follow up on delayed or incomplete deliveries Assist with sourcing products, obtaining vendor quotations, and comparing pricing when requested Maintain accurate purchasing records and supporting documentation Follow established purchasing authorization procedures and financial controls Receiving Operations Receive, inspect, and verify all incoming deliveries against purchase orders, packing slips, and invoices Confirm quantities, product descriptions, quality, and condition of delivered goods Identify and report damaged, missing, incorrect, or unauthorized deliveries Coordinate returns, replacements, and discrepancies with vendors and department leaders Record received merchandise accurately in purchasing and inventory systems Communicate delivery status and product availability to the appropriate departments Coordinate the timely distribution of received goods to designated storage areas and departments Maintain accurate receiving logs and supporting documentation Inventory & Storage Management Assist with maintaining accurate inventory levels across hotel storerooms and supply areas Organize and maintain receiving areas, storerooms, and inventory locations Follow proper stock rotation practices, including First In, First Out (FIFO) Monitor product expiration dates, storage conditions, and inventory discrepancies Assist with regularly scheduled inventory counts and reconciliation Support inventory controls to minimize waste, loss, and unnecessary purchasing Maintain appropriate security and access controls for stored merchandise Report inventory shortages, damaged goods, and unusual discrepancies to management Financial & Cost Control Match purchase orders, receiving records, and vendor invoices for accuracy Identify pricing, quantity, and billing discrepancies and assist with resolution Coordinate with Finance and Accounts Payable to support accurate invoice processing Maintain organized purchasing and receiving documentation for audit purposes Support departmental cost control and purchasing efficiency initiatives Assist with monitoring vendor pricing and identifying potential cost savings Follow company policies regarding purchasing approvals, invoice processing, and inventory accountability Vendor & Department Coordination Maintain professional and productive relationships with approved vendors and suppliers Coordinate delivery schedules to minimize disruption to hotel operations Communicate purchasing updates, shortages, and delivery concerns to department leaders Partner closely with Culinary and Food & Beverage on food, beverage, and operating supply deliveries Support Housekeeping, Engineering, and other departments with purchasing and inventory requirements Assist with special projects, hotel events, and operational purchasing needs Promote a collaborative and service focused approach when supporting internal departments Safety & Compliance Follow company purchasing policies, receiving procedures, and internal control requirements Maintain clean, organized, and safe receiving and storage areas Follow proper food storage, temperature control, and sanitation requirements when handling food and beverage deliveries Comply with OSHA regulations and hotel workplace safety procedures Use appropriate lifting, handling, and material movement practices Report unsafe conditions, damaged equipment, or potential safety hazards Maintain accurate records and documentation in accordance with company standards Strong attention to detail and accuracy Excellent organizational and time management skills Strong communication and interpersonal abilities Ability to manage multiple priorities and meet operational deadlines Basic understanding of purchasing, receiving, and inventory procedures Ability to work independently while collaborating with multiple departments Strong problem solving skills and a proactive approach to daily responsibilities Commitment to maintaining confidentiality, accountability, and ethical purchasing practices Flexibility to work varying schedules based on operational and delivery needs Food Handler Card required Operational Requirements Minimum 1 to 2 years of experience in purchasing, receiving, inventory control, warehouse operations, or a related field preferred Previous experience in a hotel, restaurant, hospitality, or food service environment preferred Experience receiving merchandise, verifying purchase orders, and maintaining inventory records Ability to coordinate deliveries and communicate effectively with vendors and internal departments Understanding of proper storage, stock rotation, and inventory control practices Ability to maintain accurate documentation and follow established purchasing procedures Experience supporting multiple departments in a fast paced operational environment preferred Technical / Role Specific Requirements Familiarity with purchasing, inventory management, and receiving systems Experience processing purchase orders, receiving reports, and vendor invoices Proficiency in Microsoft Office Suite, particularly Excel and Outlook Ability to accurately enter, review, and maintain purchasing and inventory data Understanding of invoice matching and basic accounting procedures Knowledge of food and beverage receiving standards, including temperature verification and proper storage practices Experience with hotel purchasing or inventory systems such as BirchStreet, Fourth, or similar platforms preferred Ability to operate standard office equipment and material handling equipment when trained and authorized Preferred Qualifications Previous hotel purchasing or receiving experience Experience supporting Food & Beverage and Culinary purchasing operations Familiarity with hotel accounting and purchasing controls Experience conducting inventory counts and resolving discrepancies Knowledge of vendor coordination, purchase orders, and invoice reconciliation Previous hotel opening or preopening experience preferred Bilingual abilities are a plus Physical Requirements Ability to stand, walk, bend, reach, and move throughout the receiving and storage areas for extended periods Ability to lift and carry up to 25 pounds regularly and handle heavier items with appropriate assistance or equipment Ability to push and pull carts and move supplies using approved material handling equipment Ability to work in receiving docks, storerooms, refrigerated storage areas, and other operational spaces Comfortable working in an active hotel environment with frequent deliveries and changing operational priorities Ability to perform computer based administrative tasks as needed Education High school diploma or equivalent required Associate degree or coursework in Business Administration, Accounting, Supply Chain Management, Hospitality Management, or a related field preferred Equivalent combination of education and relevant experience will be considered At Millennium Hotels & Resorts, we support our employees with a competitive benefits package designed to promote wellbeing and long-term success: Medical, Dental & Vision Insurance Company-paid Life and AD&D Insurance Short-Term and Long-Term Disability Coverage 401(k) Retirement Plan with Company Match (where applicable) Paid Time Off & Paid Holidays Hotel Room Discounts across our global portfolio Employee Assistance Program (EAP) Benefits eligibility and offerings are subject to plan terms and company policy. Why Join Us At Millennium Hotels & Resorts, you’re not just taking on a role—you’re joining a global organization committed to people, performance, and growth. Whether you’re supporting operations behind the scenes or delivering service on the front line, your work contributes to a culture focused on hospitality, collaboration, and results. If you’re looking for an opportunity to grow, contribute, and make an impact, we invite you to join our team.