Purchasing Supervisor

Caltech

Job Category: Fulltime Regular
Exempt Overtime Eligible: Exempt
Benefits Eligible: Benefit Based

Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

Job Summary

Oversees and directs all procurement activities for food, beverages, office supplies, equipment, and other operational needs of the club. Holds full responsibility for food inventory management, storage control, and product availability across all departments, ensuring optimal stock levels, cost efficiency, and operational continuity. Provides leadership and supervision to purchasing staff, establishing priorities, workflows, and performance expectations to ensure efficient and compliant operations. Collaborates closely with the Executive Chef and Finance Director to develop purchasing strategies and support operational and event-related needs. Accountable for vendor management, cost control initiatives, and maintaining high standards of quality and service.

Essential Job Duties

Works with Finance Director to ensure that club purchasing practices are in line with Institute Purchasing standard operating procedures
Works closely with the Executive Chef to assist in purchasing food for private parties, special club events ,and a la carte dining.
Assumes full leadership and operational oversight of the purchasing department, including planning, coordination, and execution of all procurement activities
Leads vendor selection, contract negotiations, and bid processes to secure optimal pricing, quality, and service levels
Develops and manages inventory strategies, including establishing par levels, monitoring usage trends, and implementing controls to optimize inventory levels and minimize waste and shrinkage
Directly supervises, trains, and evaluates staff, including conducting performance reviews and disciplinary actions as needed
Leads the monthly inventory of food, China glass, and silverware
Assists in maintaining budgeted food cost
Ensures that established Athenaeum requisitioning and issuing policies are maintained and followed
Maintain a refrigeration log for all Athenaeum refrigeration to be checked daily. Listing should include refrigerator number and the time of day
Responds to after-hours vendor issues and logistical needs, ensuring timely resolution of urgent supply chain disruptions and continuity of operations
Acts as the primary liaison between purchasing and all operating departments (F&B, events, maintenance, administration)
Maintain all storerooms, refrigerators, and freezers clean and in orderly condition
Must have a California Food Handler Card or the ability to obtain one within 30 days

Basic Qualifications

Requires a minimum of 10 years progressively responsible purchasing experience in a dining facility
Proven ability to lead operations in a fast-paced, service-oriented environment, including managing competing priorities
Familiarity with private club operations is preferred
Must possess excellent communication, (oral and written) interpersonal and organizational skills
Must be a self-starter and able to prioritize multiple tasks, work with minimal supervision, exercise good judgment, be highly motivated and detail oriented
Fluent in English, read and write
Must be able to lift 50 lbs.
Must be able to stand for long periods of time
Proficient in Microsoft Word and Excel

Required Documents

Resume

To be considered for this position please visit our web site and apply on line at the following link: https://hr.caltech.edu/work/job_openings

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.

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About California Institute of Technology

The California Institute of Technology (Caltech) is a world-renowned science and engineering research and education institution, where extraordinary faculty and students seek answers to complex questions, discover new knowledge, lead innovation, and transform our future.

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