Assistant Purchasing Manager
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Description
- Assist in overseeing the efficient and cost-effective procurement of food, beverages, general supplies, operating equipment, and other hotel requirements.
- Coordinate closely with the Director of Food & Beverage to ensure all food and beverage purchasing requirements are met in terms of quality, quantity, pricing, and delivery schedules.
- Develop and review purchase specifications for food and beverage items in collaboration with the Director of Food & Beverage to maintain consistent quality standards.
- Liaise with all Department Heads to identify purchasing needs, recommend economical order quantities, and establish appropriate par stock levels in line with operational requirements.
- Ensure compliance with established purchasing, receiving, storage, and issuing procedures to maintain proper controls and operational efficiency.
- Ensure all hotel departments receive the required goods and services on time and in accordance with hotel quality standards and specifications.
- Adhere to company policies, purchasing procedures, internal controls, and minimum operating standards.
- Maintain an updated vendor reference file and monitor supplier performance to ensure compliance with product quality, food safety, hygiene, and delivery requirements.
- Conduct regular market surveys and price comparisons to identify new products, evaluate alternative suppliers, obtain competitive quotations, and achieve cost savings.
- Establish and monitor par stock levels and reorder points for all main store items to ensure adequate stock availability and prevent overstocking.
- Monitor inventory levels and maintain optimum working stock to minimize wastage, stock discrepancies, expiry, and unnecessary inventory holding costs.
- Review and process purchase requests, ensuring that three competitive quotations are obtained where required and that suppliers are evaluated based on price, quality, reliability, and delivery terms.
- Assist in negotiating prices, payment terms, and delivery schedules with suppliers to maximize value and support the hotel's purchasing budget.
- Maintain accurate purchasing records, supplier documentation, purchase orders, and related reports in the hotel's purchasing system.
- Assist in monitoring purchasing expenditure against budgets and identifying opportunities to improve procurement efficiency and reduce operating costs.
- Support the maintenance of purchasing systems and related computer records, ensuring data accuracy, system integrity, and timely completion of administrative tasks.
- Familiar with the Future Log system for tracking upcoming tasks, deadlines, and important events.