Purchasing Manager--Luminary Hotel & Co.

Job Summary:

The Purchasing Manager supports the Hotel Executive Chef in all aspects of purchasing to ensure quality and profitability.  Responsible for following established procedures in ordering, receiving, storing, distributing and payment of items. Formulates an approved vendors list encompassing all categories.

Essential Functions

• 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 products are sourced and purchased.
• A minimum of three independent genuine quotations must be obtained.
• Establish contracts to ensure reduced pricing for all operating areas of the hotel.
• Receives market list from the Executive Chef on a daily basis and arranges for delivery of those items daily.
• Ensures that all orders receiving dates are updated by the buyers according to the suppliers promised delivery dates.
• Assists in the receiving and storage process of all orders.
• Ensures that all authorized or approved purchase orders are sent to their respective suppliers/vendors for delivery purposes on a daily basis.
• Ensures & verifies that quotations are regularly updated and supplier’s new current price lists are maintained.
• Ensure the efficient operation of the Purchasing Department in all aspects.
• Research and identify new products and services for the hotel in the market.
• Obtains written approval for established minimum / maximum stock levels by the Director of Finance and Executive Chef.
• 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.
• Ensures validity of items available, force issue obsolete items and follows up on action taken for disposal.
• Verifies that all documentation and proper quotations are maintained and filed according to Policy and Procedure requirements.
• Approves all storeroom re-order requests, verifying quantities within the established Min/Max stock levels.
• 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.
• Maintains all documents, files and listings up-to-date and performs duties in the most efficient manner.
• Willing to work a flexible schedule in order to accomplish all major responsibilities and tasks.
• Perform other duties as management requests to service our guests

Qualification Standards

Education & Experience

• Minimum of 3 years of previous purchasing experience, preferably in hospitality.
• 4-year bachelor’s degree preferred in business related major.
• Strong negotiating and closing skills required.
• Demonstrated ability to develop negotiation strategies for complex activities.
• Consistently offer professional, engaging and friendly service.

Physical Demands

• Long hours sometimes required
• Heavy work – Exerting up to 75 pounds of force occasionally, and/or 20 pounds of force frequently or constantly to lift, carry, push, pull or otherwise move objects.
• Ability to sit or stand for a long period.

Mental Demands

• Make sound judgments quickly
• Work on multiple tasks, making appropriate progress towards deadlines
• Able to work independently, take direction, and provide direction to others
• Manages time and possesses organizational skills.
• Presents ideas, expectations and information in a concise, organized manner.
• Ability to work effectively in stressful, high pressure situations
• Ability to effectively handle challenges in the workplace, including anticipating, preventing, identifying, and solving problems as necessary

NOTICE:  The hotel business functions seven days a week, 24 hours a day.  All associates must realize this fact and be aware that at all times it may be necessary to move associates form their accustomed shift as business demands.  In addition, this is a hospitality business and a hospitable service atmosphere must be projected at all times.

We are an equal opportunity/affirmative action employer committed to attracting, retaining, and maximizing the performance of a diverse and inclusive workforce. It is our policy to ensure equal employment opportunity without discrimination or harassment based on race, color, religion, sex (including pregnancy, childbirth, or related medical conditions), sexual orientation, gender identity or expression, age, disability, national origin, marital or domestic/civil partnership status, genetic information, citizenship status, uniformed service member or veteran status, or any other characteristic protected by federal state and/or local law.