Supply Chain Assistant

Department: Culinary & Supply Chain
Location: Harvest in the Gardens (HITG), Nassau, Bahamas

About Harvest in the Gardens

Harvest in the Gardens (HITG) is a hospitality destination where exceptional dining, immersive entertainment, meaningful community, and genuine hospitality come together to create unforgettable experiences.

A strong guest experience depends on a disciplined supply chain working behind the scenes. Products, ingredients, equipment, smallwares, merchandise, and operating supplies must be sourced responsibly, ordered accurately, tracked carefully, and delivered at the right time.

The Supply Chain Assistant supports the purchasing, vendor, inventory, receiving, cost-control, and administrative processes that help keep HITG prepared for opening and ongoing operations.

Position Overview

The Supply Chain Assistant is responsible for providing administrative and coordination support across purchasing, sourcing, vendor management, purchase orders, inventory tracking, receiving documentation, cost control, and general supply-chain operations.

Reporting to the Culinary & Supply Chain Director or assigned Supply Chain Leader, this role works with internal departments and approved vendors to ensure purchasing information, order status, pricing, delivery details, and supporting records remain accurate and current.

The successful candidate must be highly organized, numerically accurate, proactive with follow-up, and capable of managing multiple orders, vendors, deadlines, and documentation requirements.

Key Relationships

Reports To

Culinary & Supply Chain Director

Collaborates With

• Supply Chain Team

• Culinary Leadership

• Food Experience Teams

• Retail Team

• Entertainment & Events Team

• Venue Services

• Finance Team

• Receiving Partners

• Vendors & Suppliers

• Operations

• People & Talent

Areas of Stewardship

Purchasing Stewardship

The Supply Chain Assistant supports accurate, timely, and properly authorized purchasing.

Responsibilities include:

• Receive and review approved purchase requests and supporting information.

• Prepare purchase orders according to approved procedures and authorization levels.

• Confirm product descriptions, specifications, quantities, pricing, taxes, freight, delivery requirements, and accounting information.

• Submit approved purchase orders to vendors.

• Track purchase orders from issue through delivery and reconciliation.

• Follow up on open, delayed, partially filled, or outstanding orders.

• Identify duplicate, incomplete, or unauthorized requests.

• Escalate price changes, substitutions, shortages, delays, or order discrepancies.

• Maintain organized purchase-order records and supporting documentation.

• Help prevent unauthorized purchasing or commitments.

Vendor & Sourcing Stewardship

The Supply Chain Assistant helps maintain professional, ethical, and well-documented vendor relationships.

Responsibilities include:

• Maintain current vendor contact, pricing, product, payment, lead-time, and service information.

• Request quotations and compile comparisons for review.

• Coordinate product samples, specifications, onboarding documents, and required certifications.

• Follow up with vendors regarding order status, delivery schedules, availability, credits, returns, and unresolved issues.

• Document vendor communication and commitments accurately.

• Support approved sourcing activities and product research.

• Refer contract, pricing, quality, performance, or relationship concerns to Supply Chain leadership.

• Protect confidential vendor, pricing, contract, and commercial information.

• Follow conflict-of-interest, gift, confidentiality, and ethical purchasing requirements.

• Maintain professional communication with all vendors.

Receiving & Documentation Stewardship

The Supply Chain Assistant supports accurate receiving and reconciliation processes.

Responsibilities include:

• Maintain visibility of expected deliveries.

• Coordinate purchase-order and delivery information with Receiving Partners.

• Match purchase orders, delivery notes, receiving records, invoices, credits, and returns.

• Identify quantity, quality, pricing, tax, freight, or documentation discrepancies.

• Maintain records of shortages, overages, damages, rejected products, substitutions, back orders, and returns.

• Follow up on missing delivery documents or vendor credits.

• Ensure supporting information is forwarded to Finance and other departments promptly.

• Assist with invoice reconciliation and payment-related queries.

• Maintain clear records showing the status and resolution of discrepancies.

• Escalate recurring receiving or vendor-performance concerns.

Inventory Stewardship

The Supply Chain Assistant supports accurate inventory records and product visibility.

Responsibilities include:

• Assist with inventory records, item files, stock movement, transfers, counts, and replenishment information.

• Update approved systems, spreadsheets, trackers, and reports accurately.

• Support inventory requirements for food, beverages, retail products, packaging, equipment, smallwares, uniforms, chemicals, and operating supplies.

• Help identify low stock, overstock, slow-moving products, unusual usage, and recurring shortages.

• Participate in physical inventory counts and variance reviews.

• Maintain organized digital and physical inventory records.

• Support labeling, item coding, storage identification, and document control.

• Investigate assigned inventory discrepancies.

• Communicate replenishment risks early.

• Protect the accuracy and confidentiality of inventory information.

Cost-Control Stewardship

The Supply Chain Assistant helps maintain visibility of purchasing costs and variances.

Responsibilities include:

• Track approved prices, price changes, freight, taxes, and other purchasing costs.

• Compile quotation and cost comparisons for leadership review.

• Identify purchase-order and invoice pricing discrepancies.

• Track outstanding vendor credits and returns.

• Support reporting on purchase-order commitments, deliveries, costs, and variances.

• Help identify unusual product usage, repeated emergency purchases, and avoidable costs.

• Maintain accurate supporting records for Finance and leadership.

• Escalate potential cost, quality, availability, or control concerns.

• Avoid making unauthorized pricing, vendor, product, or purchasing decisions.

• Support responsible and transparent use of organizational resources.

Opening Readiness Stewardship

The Supply Chain Assistant supports the purchasing and tracking required to prepare HITG for opening.

Responsibilities include:

• Support sourcing and purchasing for opening inventory, equipment, smallwares, uniforms, packaging, food, beverages, retail products, chemicals, and operating supplies.

• Maintain trackers showing approval, order, shipment, delivery, installation, and outstanding status.

• Follow up actively on critical-path items.

• Communicate delays, shortages, and risks early.

• Support receiving, counting, labeling, organization, and documentation during opening setup.

• Maintain visibility of incomplete or partially delivered requirements.

• Help coordinate vendor delivery schedules with operational readiness.

• Ensure opening records remain organized and retrievable.

• Support transition from opening purchases to regular replenishment processes.

Administrative Stewardship

The Supply Chain Assistant provides reliable administrative support to the wider Supply Chain function.

Responsibilities include:

• Maintain organized electronic and physical records.

• Prepare routine reports, summaries, trackers, and correspondence.

• Schedule vendor meetings, delivery appointments, and follow-up activities when assigned.

• Support item-file maintenance and system updates.

• Assist with data entry, document preparation, and record retention.

• Maintain confidentiality when handling pricing, contracts, invoices, and organizational information.

• Track assigned deadlines and follow up proactively.

• Communicate incomplete information or approval gaps promptly.

• Perform additional supply-chain administrative duties as assigned.

Team Member Stewardship

The Supply Chain Assistant contributes to an accurate, responsive, and collaborative work environment.

Responsibilities include:

• Communicate professionally with internal departments and vendors.

• Respond to requests within reasonable timelines.

• Ask appropriate questions when information is incomplete or unclear.

• Accept feedback and correct errors promptly.

• Maintain high standards for accuracy, confidentiality, and ethical conduct.

• Support other Supply Chain Partners during counts, receiving, opening setup, and high-volume periods.

• Participate in meetings, training, and system updates.

• Protect vendor relationships and internal operational information.

• Foster teamwork, transparency, accountability, and continuous improvement.

Cross-Functional Stewardship

The Supply Chain Assistant supports the flow of information between Supply Chain and operational departments.

Responsibilities include:

• Work with Culinary teams regarding product specifications, quantities, and delivery requirements.

• Coordinate with Food Experience and Retail teams regarding approved operating needs.

• Support Entertainment & Events purchasing requirements according to approved processes.

• Work with Venue Services regarding equipment, chemicals, maintenance supplies, and facility needs.

• Coordinate with Finance regarding invoices, credits, supporting documents, and reconciliations.

• Maintain communication with Receiving regarding expected deliveries and discrepancies.

• Help departments understand purchase-order status and outstanding requirements.

• Escalate concerns through the appropriate leadership channels.

Team Member Expectations

Supply Chain Assistants are expected to demonstrate accuracy, integrity, confidentiality, organization, responsiveness, and sound judgment.

Team members should follow approved purchasing and authorization procedures, maintain reliable records, communicate professionally with vendors and internal departments, and escalate discrepancies or risks promptly.

The successful candidate must understand that strong supply-chain administration requires disciplined follow-up, careful documentation, numerical accuracy, and responsible stewardship of organizational resources.

Key Competencies

• Purchasing Administration

• Purchase-Order Management

• Vendor Coordination

• Inventory Tracking

• Receiving Documentation

• Cost Awareness

• Numerical Accuracy

• Data Entry

• Record Management

• Microsoft Excel

• Communication

• Organization

• Follow-Through

• Confidentiality

• Integrity

• Problem-Solving

• Time Management

• Teamwork

Qualifications

Required

• Diploma or associate degree in Supply Chain, Purchasing, Procurement, Business Administration, Accounting, Logistics, or a related field preferred.

• Minimum two (2) years of experience in purchasing, inventory, receiving, logistics, accounts-payable support, or administration.

• Experience preparing or processing purchase orders.

• Strong spreadsheet, data-entry, and document-management skills.

• High attention to numerical accuracy and detail.

• Strong written and verbal communication skills.

• Ability to manage multiple orders, vendors, deadlines, and stakeholders.

• Ability to maintain confidentiality and handle commercial information with integrity.

• Proficiency in Microsoft Office, particularly Excel, Word, and Outlook.

Preferred

• Experience in hospitality, food service, retail, entertainment, tourism, or a multi-department operation.

• Experience supporting a new business, facility, restaurant, hotel, or hospitality opening.

• Experience working with inventory, procurement, accounting, enterprise-resource-planning, or point-of-sale systems.

• Experience reconciling purchase orders, delivery notes, invoices, and credits.

• Knowledge of food, beverage, equipment, smallwares, packaging, or hospitality supplies.

• Experience participating in inventory counts or receiving operations.

• Familiarity with vendor onboarding, quotations, pricing comparisons, and item-file maintenance.

Working Conditions

This position generally operates in office, purchasing, receiving, inventory, storage, kitchen-support, and hospitality environments.

The role may require movement between offices, receiving areas, storage areas, and operational departments.

Flexibility may be required during opening preparation, inventory counts, major deliveries, events, and peak operational periods.

Proficiency Requirement

To successfully perform this position, the team member must demonstrate the knowledge, skills, and abilities necessary to safely, effectively, and consistently perform the essential functions of the role. Reasonable accommodations may be made to enable qualified individuals with disabilities to perform the essential functions where applicable.

Our Commitment

At Harvest in the Gardens, we believe operational excellence begins with accurate information, disciplined purchasing, strong vendor coordination, and responsible stewardship.

Our Supply Chain Assistant will help ensure teams receive the products, supplies, and resources they need while protecting accuracy, cost awareness, transparency, and accountability.

If you are highly organized, detail-oriented, comfortable working with vendors and operational teams, and committed to accuracy and follow-through, we would love to hear from you.

Join Harvest in the Gardens and help build the supply-chain foundation that supports exceptional hospitality, dining, retail, entertainment, and guest experiences.