Purchasing Manager

Job Description

ÿJOB SUMMARYAs a purchasing manager, one should work with suppliers to negotiate contracts for the purchase of required goods and keep accurate records ofÿtransactionsÿtrends.ÿAlso to assist the Finance and Operational Departments in the monitoring, reporting andÿcontrollingÿofÿCostÿof Sales in theÿhotel, includingÿauditÿand control, financialÿanalysisÿand reporting,ÿbudgeting,ÿforecasting.ÿ Ensures proper administration of the Purchasing Office.ÿ Coordinates with the departments clarifications and questions related to specific requisitions.ÿ Keeps the requisitioning department posted on the status of pending orders.ÿ Liases with the production staff for food items not available in the market.ÿ Ensures the issuance of the ?due to arrive? list to the Head Storekeeper for easy reference.ÿ Carries out telephone canvassing and follows-up delayed supplies. ÿ Handles all secretarial work of the Purchasing Office.OBJECTIVES, RESPONSIBILITIES AND COMPETENCESÿOBJECTIVES

• Implement sound purchasing policies, systems and procedures in accordance with Company standards.
• Monitorÿvendorsÿfor quality, service and price through standard purchasing specifications.
• Obtain competitive quotations for hotel requirements and ensure that the best product is sourced and purchased. ( Always obtain three quotes )
• Calls for quotations for any items costing more than a certain amount (As per company policy) and inquire into prices from various suppliers.ÿ
• 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 ordersÿreceivingÿdates are updated by the buyers according to the suppliers promised delivery dates.
• Ensures that all authorised or approvedÿpurchase ordersÿare 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. (Minimum update each three months )
• Ensure the efficient operation of theÿPurchasing Departmentÿin 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 theÿfinancial controllerÿand general manager.ÿ
• Checks, explain if needed and approves delivered itemsÿdiscrepancy reportÿissued by cost control regarding price and quantity order variances.
• 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 toÿaccountsÿfor deletion, with appropriate reasons.
• Issues regularly slow moving item lists.ÿ
• Identifies items for standing orders utilising vendors 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 allÿdocumentationÿand proper quotations are maintained and filed according to Policy and Procedure requirements.ÿ
• Approves all storeroom re-order requests, verifying quantities within the established Min/Max stock levels.
• Responsible for all administrativeÿfunctionsÿof the Materials Department, staffing, training and execution of other related duties.ÿ
• Responsible for all purchasing functions, quotations, quality and availability.
• Responsible for physical control of all store items until issued, fullyÿdocumentedÿunder strict control procedures (key control, timingÿschedule, authorised issue requests).ÿ
• Responsible for maintaining logical storeroomÿinventoryÿlevels 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.
• Supports the Purchasing Agents in administrative works.
• Acts on issues and concerns in his field of activity immediately.

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