Administrative and Inventory Coordinator Job at Disney (Rancho Mirage)

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.

Job Responsibility

Create manage and track purchase orders 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
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
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
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
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

Requirements

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
High School Diploma or equivalent

Nice to have

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

What we offer

health and savings benefits
educational opportunities
special extras that only Disney can provide
medical financial and other benefits dependent on the level and position offered

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Administrative and Inventory Coordinator

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