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At Cotino®, a Storyliving by Disney® community, we’re creating something entirely new—an innovative, year-round destination where residents can connect, explore, and enjoy uniquely crafted experiences inspired by the magic of Disney. From vibrant gathering spaces to thoughtfully designed amenities and programming, Cotino brings a new level of belonging and lifestyle to our Members—where every detail is designed to foster connection, discovery, and lasting memories.

The Administrative & Inventory Coordinator plays a critical role in supporting Food & Beverage operations and broader site administration. This role owns the end-to-end procure-to-pay process, with a primary focus on high-volume purchasing, receiving, and inventory controls, while also supporting procurement and payment processes across multiple teams, including Lifestyle, Member Services, Community Operations, and Sales. You will ensure a seamless flow from purchasing through inventory and invoice processing—driving accuracy, efficiency, and operational excellence across the community.

You will report to the Head Chef, Cotino®, A Storyliving by Disney® community in Rancho Mirage, CA.

This is a Full-Time role.

Responsibilities/You Will:

Procurement & Order Management

• Create, manage, and track purchase orders (POs) across multiple business lines

• Monitor open POs and resolve discrepancies and aging orders

• Partner with leadership and Sourcing to onboard and manage vendors

• Determine order quantities based on historical usage, demand patterns, and operational needs

Receiving & Product Validation

• Receive, inspect, and validate deliveries for accuracy, quality, and timeliness

• Identify and resolve discrepancies, including shortages, damages, or incorrect shipments

• Coordinate with vendors and internal teams to ensure timely resolution of issues

• Ensure compliance with food safety and product handling standards

Food & Beverage Inventory Management & Controls

• Maintain accurate inventory levels using inventory management systems

• Execute inventory transactions including transfers, spoilage tracking, and adjustments

• Monitor inventory health and proactively address shortages or outages

• Conduct audits to ensure accurate system transactions and financial records

• Communicate inventory risks and operational impacts to Culinary and leadership

• Support month-end inventory counts and reconciliation processes

Invoice Reconciliation & Payment Processing

• Review finalized contracts to understand and execute payment terms

• Research, reconcile, and process invoices daily across all supported business lines

• Ensure alignment between purchase orders, receiving records, and invoices

• Track and resolve vendor credits and discrepancies

• Support timely and accurate payment processing to maintain strong vendor relationships

Cross-Functional Coordination & Continuous Improvement

• Serve as a key liaison across Culinary, Operations, Finance, and Vendor partners

• Build strong relationships to support efficient operations and issue resolution

• Identify and implement process improvements to enhance efficiency and accuracy

Basic Qualifications/You Have:

• A valid California Driver's License

• 6+ months of experience in Administrative Support, Food & Beverage, or Inventory Management roles, or Supply Chain Operations

• Flexibility to work early mornings (as early as 5:00 AM), as well as weekends, overnights, and holidays

• Experience using inventory management systems and tools

• Ability to lift up to 50 lbs. and work in cooler/freezer environments for extended periods

• Strong attention to detail with an analytical mindset

• Proven ability to track and manage multiple priorities simultaneously

• Skilled in building and maintaining reports, trackers, and data tools

• Ability to develop and refine Standard Operating Procedures (SOPs) in a fast-paced, evolving environment; adaptable and solutions-oriented

• Comfortable learning and navigating new systems and technologies

• Strong interpersonal skills with the ability to build relationships across teams

• Proactive, self-directed, and focused on improving processes and efficiency

• Clear and professional communication skills

• Highly organized with the ability to multitask effectively

• Ability to influence and collaborate with Cast Members at all levels

• Proficiency in basic computer applications within a Windows-based environment

Preferred Qualifications:

• 1+ years of experience in Administrative Support, Food & Beverage, Inventory Management roles, or Supply Chain

• Experience with SAP, Coupa, Smartsheet, Workday, Crunchtime, or other complex payable systems

• Knowledge of Disney procurement practices

Required Education:

• High School Diploma or equivalent

Additional Information:

Our Benefits: Disney offers a rewards package to help you live your best life. This includes health and savings benefits, educational opportunities, and special extras that only Disney can provide. Learn more about our benefits and perks at https://jobs.disneycareers.com/benefits.

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