Supply Clerk

Job Summary:

Job Description – Non-Exempt

Position Title:

Supply Clerk/Inventory Admin

Reports To:

Operations Manager/Assistant General Manager

Location / Department

Resort Operations

Date Prepared:

September 30,2026

FLSA Status:

Non-Exempt

Purpose

The supply clerk/inventory admin will work closely with all department managers to assist with the organization, monthly inventory counts, ordering and payment processing for all departments.

Principal Duties and Responsibilities

• Counts, Tracks and Stocks inventory based on established PAR levels
• Orders inventory as needed
• Monitors for theft and other shortages
• Enter inventory levels and changes into computer system
• Verifies orders and packing slips for accuracy and contacts vendors with discrepancies
• Contact and coordinate vendor packets, COI and W9 information to create vendor accounts
• Responsible for documenting, verifying and processing invoices
• Monitors monthly resort invoices to ensure all invoices are submitted for payment
• Coordinates with department managers to ensure all invoices are entered for the month, in the month
• Reports balances of outstanding accounts receivable to Regions VP of Operations, Assistant General Manager, etc. as requested
• Prepares and submits monthly ageing reports
• Reconciles vendor statements to invoices
• Prepares and processes all invoices for review and approval by upper management
• Manages vendor relations
• Maintains files of all accounting information, payables & receivables, contracts, etc.
• Assists in preparing accounting analysis
• Complies with all company policies and procedures
• Performs all other duties as assigned
• Performs all other related duties and projects assigned by the General Manager
• Other duties as assigned

General Statement - Performs the job assigned complying with Company policies and procedures, business code of ethics, FLSA regulations, and all applicable laws, as well as ensuring confidentiality, reliability, quality, and productivity.

Job Requirements

Education, Essential Training / Certifications and Experience:

• High school diploma or GED equivalent required.
• At least two (2) years of experience working in inventory/stores/materials management departments.
• Administrative skills to include invoice processing, accounts payable and vendor relationships
• Understanding and knowledge of the Hospitality Industry
• Valid driver’s license required

Skills, Knowledge and Abilities:

• Clear written and verbal communications
• Able to count and use basic math skills
• Good time management skills
• Excellent attention to detail
• Able to maintain confidential information
• Able to work in a team environment
• Basic computer skills
• Accounting background preferred

Working Conditions and Physical Demands

Environmental Exposure, if applicable:

Noise

Dust

Humidity

Heat

Chemicals

Weather Conditions

Required Physical Activities to Perform the Job:

Please Indicate Frequency: N - Never R - Rarely O – Occasionally F – Frequently C – Constantly

R Sitting F Standing F Reaching F Stooping F Bending F Kneeling F Walking C Manual Dexterity

Pulling, please indicate frequency:

Heavy up to 50 lbs.

Pushing, please indicate frequency:

Heavy up to 50 lbs.

Please specify the weight amount:

Heavy up to 50 lbs.

Standards of Performance

• Maintain professional conduct at all times. Expected to work the schedule as prescribed, which includes reporting to work on time and ending the workday as scheduled. Must be able to perform duties to the degree and quality as instructed. Must be able to manage time and be detail oriented. Must reflect a high level of competency and professionalism to all guests and other Team Members. Must exhibit a clean, courteous, and professional attitude and appearance while performing daily duties.

Leadership Factors

Description

Team Member Relationships and Development

Is interested in the Team Member’s work and professional development. Asks about their plans, problems, and desires, knows about their concerns and questions; makes training available to enhance career opportunities; asks about Team Member’s career aspirations; is approachable and available to Team Members; practices open door management; accurately completes and delivers performance appraisals in a timely manner; monitors workloads; provides immediate performance feedback (including appreciation of extra effort); completes disciplinary write-ups when appropriate

Critical Thinking

Uses rigorous logic and methods to solve difficult problems with effective solutions; probes all sources for answers; can see hidden problems; is excellent at honest analysis; looks beyond the obvious and does not stop at the first answer.

Innovation and Change

Takes the initiative to introduce new viewpoints and courses of action to address business problems; views change as a necessary part of today’s business; values the ability to facilitate and support change as one of their primary responsibilities; understand that change will occur, expect it and effortlessly perform during and after the change.

Integrity/Ethics

Ensures self and team complies with all aspects of the Code of Business Conduct and Ethics. Instills mutual trust and confidence; creates a culture that fosters high standards of ethics; adheres to established policies and practices; behaves in a fair and ethical manner towards others and demonstrates a sense of responsibility and commitment to the organization.

Leadership Qualities

Understands responsibility of being a part of the Capital Vacations Division/Department management team. Serves as a role model in qualities of organization development, managing transitions, strategic planning, developing and supporting company vision, plans for the future, mastering change and creating a healthy workplace for all Team Members to grow and develop.

Management Effectiveness

Exercises the ability to take charge and make decisions; selects, directs and coordinates activities of others so that they do better work; assume more responsibility, and are prepared for future job opportunities; evaluates and measures the effectiveness of processes and work flow for optimum efficacy and results. Communicates business goals; communicates effectively and regularly.

Performance Standards

Clearly assigns team members responsible for tasks and decisions; sets clear objectives and measures; monitors process, progress, and results; designs feedback loops into work processes.

Planning and Organizing

Accurately scopes out length and difficulty of tasks and projects; sets objective and goals; breaks down work into the process steps; develops schedules and task/people assignments; anticipates and adjusts for problems and roadblocks; measures performance against goals; evaluates results. Can obtain resources (people, funding, material, support) to get things done; can multitask activities.

General Competency Factors

Description

Communications

Writes and speaks effectively, using proper communication techniques for the situation; states own opinions clearly and concisely; demonstrates openness and honesty; listens well during meetings and feedback sessions; explains reasoning behind own opinions; ask others for their opinions and feedback; asks questions to ensure understanding; exercises a professional approach with others using all appropriate tools of communication; uses consideration and tact when offering opinions. Able to express ideas and transmit information clearly in writing.

Customer Service

Is dedicated to meeting the expectations and requirements of internal and external customers; gets first-hand customer information and uses it for improvements in products and services; acts with customers in mind; establishes and maintains effective relationships with customers and gains their trust and respect.

Dependability

Conscientious, responsible, and reliable with respect to work completion, schedules and deadlines, as well as attendance; demonstrates ability to adjust to changing job requirements and/or volume of work; uses resources, including time, effectively and efficiently; learns and uses technology and equipment to improve productivity.

Initiative

Identifies what needs to be done and takes action; keeps current with new work methods, skills, and technologies related to job/profess; willingly accepts additional assignments; takes appropriate action in face of obstacles; takes ownership for self-development and learning.

Integrity and Ethics

Demonstrates commitment to Capital Vacations Division/Department vision, mission and core values; participates in Capital Vacations Division/Department initiatives; takes action consistent with core values even when others don’t; follows company/division/department policies, standards and procedures; follows through on commitments and agreements; holds self accountable for mistakes.

Interpersonal Skills

Develops and fosters professional relationships; builds rapport with others; approaches others about sensitive issues in non-threatening ways; listens to and acknowledges other ideas and concerns, even when holding a different opinion; regulates own emotions, thoughts and feelings. Is open to giving and receiving feedback.

Job Knowledge

Demonstrates knowledge of techniques, skills, equipment, procedures and materials applicable to their position. Applies knowledge to identify issues and internal problems; works to develop additional technical knowledge and skills.

Quality of Work

Maintains high standards despite pressing deadlines; does work right the first time; corrects own errors; regularly produces accurate, thorough, professional work relative to the position.

Quantity of Work

Produces an appropriate quantity of work; does not get bogged down in unnecessary detail; able to manage multiple projects; able to determine project urgency in a meaningful and practical way; organizes and schedules people and or tasks.

Acknowledgment: I have read and understand this job description and believe it to be accurate and complete. I also understand that management retains the right to change this job description at any time to keep it representative of this functional position.