As a purchasing manager, one should work with suppliers to negotiate contracts for the purchase of required goods and keep accurate records of transactions trends.
Also to assist the Finance and Operational Departments in the monitoring, reporting and controlling of Cost of Sales in the hotel, including audit and control, financial analysis and reporting, budgeting, forecasting etc.
PURCHASING MANAGER DUTIES AND RESPONSIBILITIES:
Implement sound purchasing policies, systems and procedures in accordance with Company standards.
Monitor vendors for quality, service and price through standard purchasing specifications.
Obtain competitive quotations for hotel requirements and ensure that the best product is sourced and purchased.
Calls for quotations for any items costing more than a certain amount (As per company policy) and inquire into prices from various suppliers.
Receives market list from the Executive Chef on a daily basis and arranges for delivery of those items daily.
Ensures & verifies that quotations are regularly updated and supplier’s new current price lists are maintained.
Approves all additional requests for new storeroom items, checking correct item description, unit, packing, category and establishes Min/Max estimated stock levels.
Verify the ‘pending orders’ report on a daily basis, and all pending orders are checked and verified regularly.
On a daily basis prepare the list of to be cancelled orders and sent to accounts for deletion, with appropriate reasons.
Issues regularly slow moving item lists.
Identifies items for standing orders utilizing vendor’s logistics for regular deliveries to the hotel based on approved highly consumed items.
Approves all storeroom re-order requests, verifying quantities within the established Min/Max stock levels.
Responsible for all administrative functions of the Materials Department, staffing, training and execution of other related duties.
Responsible for all purchasing functions, quotations, quality and availability.
Responsible for physical control of all store items until issued, fully documented under strict control procedures (key control, timing schedule, authorized issue requests).
Responsible for maintaining logical storeroom inventory levels operationally needed.
Spot checks storeroom requests if properly maintained, verifies quantity requested and issued, proper items received by signatories & ID availability.
Spot-checks entered system quotations, period validity quotes locked by, etc.
Ensures that the suppliers follow the rules relating to the hygiene of goods delivered.
Keeps all records in a way that they can be checked at any time for information or audit purposes.
Liaison with the Assistant Purchasing Manager, Purchasing Coordinator, Receiving Agent, Stores Supervisor and F&B Cost Controller
Maintains all documents, files and listings up-to-date and performs his duties in the most efficient manner.
Willing to work a flexible schedule in order to accomplish all major responsibilities and tasks.
Strong negotiating and closing skills required, along with a demonstrated ability to develop negotiation strategies for complex activities. Ability to evaluate legal and business risks and ramifications of proposed contractual terms. Consistently offer professional, engaging and friendly service
Graduate or diploma in business studies or MBA or purchasing and supply. With good knowledge of MS office suite and Materials management software (MMS)
Previous Min 4 years experience as Asst. Purchase manager 4 years with expertise in the Hotel and Catering industry.
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