Administrative & Inventory Coordinator (Cotino®, A Storyliving by Disney™ Community)

Job Posting Title:

Administrative & Inventory Coordinator (Cotino®, A Storyliving by Disney™ Community)

Req ID:

10154019

Job Description:

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 Proceduresfoster 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