Purchasing Manager

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Job summary -

Supervise the Purchasing operation for the hotel. Maintain vendor relations and resources. Research projects for product needs. Follow approved procedures for buying and issue and assume that others within the Purchasing Department do the same. Evaluate purchasing history and usage to create buying par levels and budget levels. Participate in the month end inventory.

Essential Duties and Responsibilities – (Key Activities)

The following are specific responsibilities and contributions critical to the successful performance of the position:

• Set Up New Vendors in Birchstreet

• Visit and Inspect vendor food facilities

• Work with Executive Chef and DFBP to ensure that vendor pricing is competitive

• Work with all Departments to ensure that Vendra vendors are used when possible

• Run open PO report weekly, one week before month end and at month end

• Work with Managers on open purchase orders to ensure the service or product has been received

• Reach out to vendors and get invoice/update if PO's are still open at month end

• Analyze volume of confirming PO's monthly to ensure that they are emergency only

• Submit analysis of confirming PO's to DFBP for follow up with Department Heads

• Assist Departments with entering PO's when there is turnover within the department

• Ensure that requisitions placed from warehouse are delivered and req's closed

• Perform monthly beverage inventory, biannual food inventory and monthly warehouse inventory

• Work with Department Heads to reduce offsite inventory

• Work with Department Heads to dispose of any stale dated items stored offsite

• Place orders when items are below PAR level

• Participate in monthly beverage inventory, biannual food inventory and monthly warehouse inventory

• Ensure that inventory sheets for all areas have been delivered to Purchasing office at the end of the month for entry into Birchstreet

• Ensure that all inventories have been recorded in Birchstreet for month end

• Review all inventories for accuracy before submitting to Accounting

• Research potential discrepancies with Accounting if identified during month end

• Train Associates and Managers on Birchstreet as needed

• Offer assistance when questions come up regarding Birchstreet processes

• Find new solutions to streamline processes

This list of essential functions is not exhaustive and may be supplemented as necessary.

Other Standard Responsibilities -

Experience -

A minimum of three years’ experience in hotel, restaurant or related purchasing environment with a minimum of two years’ supervisory experience.

General Skills -

• Must be able to perform job functions with attention to detail, speed and accuracy; prioritize, organize and follow-up; be a clear thinker, remaining calm and resolving problems using good judgment; 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.

Technical Skills -

• Thorough knowledge of food, beverage, dry goods, general supplies, printed materials, operating equipment, engineering supplies, equipment maintenance, housekeeping amenities, and hotel capital expenditures

• Thorough knowledge of manual and computerized inventory control methods.

• Thorough knowledge of PC spreadsheet software.

• Ability to evaluate vendors and negotiate terms.

• Ability to design and implement effective purchasing procedures.

• Ability to communicate verbally and in writing in English.

• Ability to train, motivate, evaluate, mentor and direct employees and managers to meet desired ends.

• Ability to add and subtract three-digit numbers.

• Ability to perform mathematical operations with units of measure including, but not limited to dollars, cents, feet, inches, cups, pounds and ounces

Education or Certification -

• High school diploma or equivalent

Language -

• Required to speak, read and write English, with fluency in other languages preferred

Physical Requirements -

• Must be able to endure various physical movements throughout the work areas, reach up and down, remain stationary at times throughout work periods, lift up to 50 pounds, and satisfactorily communicate with guests and co-workers to their understanding.

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 needs dictate.