Beverage Inventory and Purchasing Coordinator

Job Title:

Beverage Inventory & Purchasing Coordinator Position Summary The Beverage Inventory & Purchasing Coordinator is responsible for ordering, receiving, organizing, and maintaining all beverage inventory. This role ensures accurate tracking of inventory levels, proper physical handling of products, and timely reconciliation of vendor invoices to support operational efficiency and cost control. Key Responsibilities Ordering & Purchasing Place beverage orders (alcoholic and non-alcoholic) based on par levels, sales trends, and operational needs Maintain strong relationships with vendors and distributors Monitor pricing, availability, and product substitutions Inventory Management Receive and verify all beverage deliveries against purchase orders and invoices Physically move, organize, and store inventory (including kegs, cases, and supplies) in designated storage areas Maintain clean, organized, and compliant storage areas (coolers, cellars, dry storage) Conduct regular inventory counts (weekly/monthly) and investigate variances Invoice Processing & Reconciliation Accurately record all invoices in the accounting or inventory system Reconcile deliveries to invoices and purchase orders, identifying discrepancies in quantity, pricing, or product Partner with accounting to ensure timely and accurate month-end close support Controls & Compliance Monitor inventory levels to minimize waste, breakage, and shrinkage Ensure proper rotation (FIFO) and product dating standards Maintain compliance with all local and state regulations related to beverage storage and handling Qualifications 2+ years of experience in inventory management, purchasing, or restaurant/bar operations Strong attention to detail and organizational skills Ability to lift and move heavy items (up to 50+ lbs) regularly Proficiency in Excel and inventory/POS systems (e.g., Toast or similar) Basic understanding of accounting principles (invoices, accruals, reconciliations) Key Competencies Accountability and ownership of inventory accuracy Strong communication and vendor management skills Problem-solving and discrepancy resolution Ability to work independently and in a fast-paced environment Work Environment Combination of office work and hands-on physical activity in storage areas Requires standing, lifting, bending, and frequent movement of inventory More detail about Schulson Collective HQ - Philadelphia part of Schulson Collective