Purchasing Manager

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Job s ummary –

The Purchasing Manager will assist the Director of Purchasing with all ordering, receiving, processing and maintaining goods for the hotel. This role is responsible for organizing and managing the Purchasing Department to the highest professional standards and in accordance to the Standard Operating Procedures. The Purchasing Department provides the procurement services of the hotel and ancillary departments, including product research, negotiations and receiving. Purchasing records are maintained ensuring proper documentation and useful historical data.

Essential Duties and Responsibilities –(Key Activities)

• Makes recommendations and suggestions of improvements and cost savings to the Director of Procurement, Director of Finance, Hotel Manager or Managing Director.
• Participates in the tender of offers and contracts and conducts analysis of cost proposals to provide recommendations to management.
• Receives, controls, and secures the proper storage of supplies received in a timely fashion. Contacts appropriate department manager to ensure supplies are moved to correct storage area.
• Compares delivery slips with the invoices and with the approved purchase orders.
• Verifies merchandise received corresponds to the quantities and quality ordered.
• Ensures the prompt removal of received merchandise from the receiving area.
• Checks the unit prices and the accuracy of additions and extensions in the delivery slips and invoices.
• The Purchaser will verify that all ordered items are received and of expected quality. All purchases/returns/credits will be documented and consolidated into Daily Reports.
• Notifies recipients in the event merchandise was not accepted, delivered short or late.
• Prepares and reviews Non-F&B daily receiving report and follows-up on items not delivered.
• Works with department heads to source products from vendors that have been approved by corporate office, while continuing to ensure competitive pricing.
• Maintains and updates e-Procurement computerized system and prepares status reports on a daily, weekly, and monthly basis.
• Ensures that department heads approve POs in a timely fashion, and update and receive goods daily in the BSS Procurement System.
• Liaises with Accounts Payable Department to ensure accurate and timely payment of invoices, as necessary for the business with the supplier.
• Ensure continuous improvement of processes through team collaboration and technology implementation resulting in improved service levels and reductions in total costs.
• The efficiency of the Purchasing Department and Stores is to be maintained and improved. Purchasing records are maintained to the standards imposed by the Accounting Department, with clarity and a proper trail of all purchasing documents.
• Participates and organizes inventories in assigned areas as requested by Director of Procurement or Assistant Director of Finance.
• Conduct inventory counts monthly or more frequently if necessary, to ensure inventory value is accurate, controls are in place to prevent theft, and requisitions from Inventory are recorded and being done correctly.
• Maintain complete knowledge of and comply with all departmental policies, service procedures and standards.
• Interact in courteous and professional manner with all guests, staff, and community members.
• Purchasing Manager is able to fully assume duties during Purchasing Director’s absences.
• Secures at least three quotations for all items, especially high-cost items
• Controls purchasing procedures and ensures timely delivery.
• Prioritizes the purchasing efforts, reviews agreements, searches for new suppliers, recommends change of products, secures samples of new items, checks background of new suppliers including their performance track record.
• Makes inventory of assigned areas and extends the inventories for operating supplies as requested by Director of Finance.
• Is a “brand ambassador” at all times and ensures brand integrity and clarity are always maintained.
• Models the company’s culture, vision, mission and core values at all times.
• Foster and promote a cooperative working climate, maximizing productivity and employee morale.
• All other duties as required.

Others

• While this is intended to be an accurate reflection of the duties involved in this position, the company reserves the right to add, remove or alter duties when business need dictates.

Required Skills –

• Thorough knowledge of Hotel Operations, Hotel Services, Hotel’s policies and regulations, technical knowledge of Microsoft Office Application, BSS (Birchstreet) Purchasing System.
• Strong command of both spoken and written English with fluency in other languages preferred
• Excellent interpersonal relationship with positive demeanor and ability to work cohesively as part of a team and capable of engaging emotionally with guests.
• Maintain confidentiality of guest information and pertinent hotel data.
• Must be able to exert physical effort in transporting 50 pounds, endure various physical movements throughout the work areas, reach up and down, remain stationary at times throughout work periods, and satisfactorily communicate with guests and co-workers to their understanding.
• Must be able to perform job functions with attention to detail, speed and accuracy
• Be a clear thinker, remaining calm and resolving problems using good judgement
• Follow directions thoroughly
• Understand a guest’s service needs
• Work cohesively with co-workers as part of a team
• Work with minimal supervision
• Maintain confidentiality of guest information and pertinent hotel data
• Ability to be resourceful, creative and maintain flexibility
• Ability to perform mathematical operations with units of measure including, but not limited to dollars, cents, feet, inches, cups, pounds and ounces

Qualifications –

• Minimum 3 years previous relevant experience is a similar role.
• Minimum 1 year in hotel/restaurant operations experience preferred in an ultra luxury hotel.
• Minimum education is high school equivalency, with some Hotel/College training preferred.
• Must have skills in database, spreadsheet, or other accounting applications.
• Licenses & Certifications: None required

Salary Range : $82,000 - $90,000 annually