Purchasing Administrative Assistant

About Four Seasons:

Four Seasons is powered by our people. We are a collective of individuals who crave to become better, to push ourselves to new heights and to treat each other as we wish to be treated in return. Our team members around the world create amazing experiences for our guests, residents, and partners through a commitment to luxury with genuine heart. We know that the best way to enable our people to deliver these exceptional guest experiences is through a world-class employee experience and company culture.         

At Four Seasons, we believe in recognizing a familiar face, welcoming a new one and treating everyone we meet the way we would want to be treated ourselves. Whether you work with us, stay with us, live with us or discover with us, we believe our purpose is to create impressions that will stay with you for a lifetime. It comes from our belief that life is richer when we truly connect to the people and the world around us.

About the location:

An urban retreat steeped in historic beauty. Stroll the city’s biggest private garden – a tranquil haven of statues, fountains and centuries-old trees – or retire to your suite where frescoes line the walls amid original architectural features. Our historic Hotel, with its Michelin-starred Italian restaurant and a locally inspired Spa where you can spend afternoons in pure indulgence, is just steps away from the cultural heart of Florence.

About the role
The Administrative Assistant in Purchasing monitors stock levels, researching potential vendors, tracking orders, and updating order records. This position conducts market research, evaluates vendor offers, negotiates prices and maintains accurate records making cost-effective purchases and ensuring a fully stocked inventory.

What you will do

Monitor stock levels and identify purchasing needs, research potential vendors and update internal databases with order details (dates, vendors, quantities, discounts).

Conduct market research to identify pricing trends.

Evaluate offers from vendors and negotiate better prices.

Ensure that all deliveries coincide with an approved purchase order and investigate any discrepancies.

Inspect the physical condition, check quality and count or measure the quantity and weight of all items or supplies at the time they are received and before they are placed in storage. Anything questionable must be approved by the Executive Chef (food items) or the Purchasing Manager.

Accept delivery of engineering, retail, spa and flowers and other specialty items and contact originating department for verification and inspection of goods.

Ensure all invoices and/or packing slips are stamped with the appropriate receiving stamp upon delivery. All Receiving Reports inclusive of food, beverage, non-food and beverage are done daily on a timely basis.

Update electronic Purchase Order System and post all invoices into computerized Inventory system and/or Accounts Payable system. Check and match receiving documents to electronic purchase orders daily to verify price quotations, and report any discrepancies to the Purchasing Manager.                 

Assist as necessary with all month end, quarterly or annual inventories of food, beverage, operating equipment and supplies.

Work together with other Purchasing/Storeroom staff to assure smooth transition of receiving to storage.

Participate in the annual circulating Operating Equipment inventory and assist in review and reconciling the discrepancies

Perform any additional duties as assigned by the Purchasing Manager or Director of Finance and assist in other areas of the division as needed.

                                                              

What you bring:

Previous experience in the role.

Flexibility, team work approach and strong work ethic.

Strong interpersonal and relationship-building skills to work with cross-functional teams, vendors, contractors, vendors’ delivery person and freight forwarders.

Proficiency in operating computer equipment and software, in particular Word and Excel.

Reading, writing and oral proficiency in the Italian and English language

What we offer: 
•    Competitive Salary, wages, and a comprehensive benefits package
•    Excellent Training and Development opportunities
•    Complimentary Accommodation at other Four Seasons Hotels and Resort
•    Complimentary Dry Cleaning for Employee Uniforms
•    Employee Meals