Purchasing & Receiving Clerk

Reports To: Executive Chef / General Manager

Compensation: D.O.E

Employment type: 40 hours per week

Position Summary

The Receiving Clerk plays a critical role in maintaining the operational excellence of a high-scale restaurant.

This position is responsible for receiving, inspecting, organizing, and documenting all incoming goods while ensuring quality standards, accurate inventory control, and cost efficiency. The Receiving Clerk works closely with chefs, vendors, and management to support competitive purchasing, proper product handling, and accurate menu costing.

Key Responsibilities:

Receiving & Product Handling

• Receive and inspect all deliveries for accuracy, quality, and compliance with purchase orders.
• Verify quantities, pricing, and condition of products against invoices.
• Reject substandard or incorrect deliveries in accordance with company standards.
• Properly label, date, and rotate inventory (FIFO method).
• Ensure all products are stored promptly and correctly, maintaining food safety and sanitation standards.
• Maintain clean, organized, and temperature-controlled storage areas at all times.

Inventory Management

• Maintain accurate inventory records through regular counts and documentation.
• Monitor stock levels and communicate shortages or discrepancies to management.
• Assist with weekly and monthly inventory audits.
• Track product usage trends to support forecasting and minimize waste.

Ordering & Vendor Relations

• Place orders through approved vendors using inventory systems and purchasing platforms.
• Communicate directly with vendors and sales representatives regarding pricing, availability, substitutions, and product quality.
• Compare pricing from multiple vendors to ensure competitive purchasing.
• Build and maintain strong professional relationships with vendors.

Culinary & Cost Collaboration

• Work closely with the Executive Chef and culinary team to forecast needs based on menu changes, seasonal items, and business volume.
• Assist in sourcing products at competitive pricing without compromising quality.
• Support chefs in pricing menu items by providing accurate product cost data.
• Help maintain food cost targets and profitability goals.

Administrative & Computer Work

• Accurately enter invoices into the accounting or inventory management system.
• Reconcile invoices with purchase orders and delivery receipts.
• Maintain digital and physical filing systems for invoices and vendor records.
• Generate purchasing and inventory reports as requested by management.

Sanitation & Compliance

• Maintain cleanliness of receiving areas, storage spaces, and equipment.
• Ensure compliance with local health department regulations and internal food safety standards.
• Follow all safety procedures related to lifting, storage, and equipment use.

Qualifications

• Previous experience in receiving, purchasing, or inventory management in a high-volume or fine-dining restaurant preferred.
• Strong understanding of food safety standards and proper product handling.
• Proficiency with inventory management systems, spreadsheets, and basic accounting software.
• Strong attention to detail and organizational skills.
• Ability to multitask in a fast-paced environment.
• Excellent communication and negotiation skills.
• Basic math skills with strong cost-awareness and financial understanding.
• Ability to lift and move up to 50 lbs regularly.
• Food Handler Certification: A valid Food Handler Certificate is required. Candidates who do no already possess a current certificate will be provided with a company sponsored redemption code upon hire to complete the required Food Handler training and certification.

Skills

• Detail-oriented and highly organized
• Cost-conscious and analytical
• Strong interpersonal communication
• Vendor negotiation skills
• Time management and efficiency
• Collaborative team mindset

Work Environment

• Fast-paced, high-scale restaurant environment
• Combination of office/computer work and physical labor
• Early morning deliveries and flexible scheduling may be required

Founded in 1947, Shadowbrook Restaurant has been known for “Romance in Dining” since the beginning. Award-winning service, farm-fresh ingredients, and a world-famous ambiance are among the many things that make Shadowbrook exceptional. Located in the delightful village of Capitola-by-the-Sea, accessible by its quaint cable car or a stroll through the lushly landscaped hillside, sits the restaurant nestled onto the banks of Soquel Creek. The building design is rich with old-world charm and boasts numerous meticulously crafted dining rooms and patios. With a magical setting and dedication to excellence, Shadowbrook is genuinely one of a kind.

Salary

Benefits

Job Type

Schedule