Purchasing Manager

Job Description

JOB DESCRIPTION: Purchasing Manager

WHAT YOU WILL BE DOING:
Reporting to the Director of Finance and Business Support, the Purchasing Manager is an organized individual who has the ability to build relationships with not only vendors and suppliers, but each department in the hotel. Your combination of task-driven mindset plus connection-based approach leads to cost-savings, organizational success, and optimization.

Receiving

• Receiving all deliveries to the hotel, including food, beverage, and miscellaneous items.
• Verify quality and freshness of perishable items; return any that do not meet standards.
• Weigh high-cost items and check against invoices, report discrepancies.
• Maintain detailed logs of all deliveries, include date, time, invoice amount, and recipient.
• Process food & beverage invoices according to hotel and accounting procedures.
• Secure invoices and deliver to accounting daily.
• Complete monthly inventories of food and beverage items.

Purchasing

• Manage the end-to-end purchasing process, from identifying needs to final delivery, ensuring all items meet quality, service, and price standards
• Work with current purchasing program to maximize savings and rebates & Build and maintain relationships with suppliers, negotiate for reduced pricing for non-program vendors, and evaluate vendor performance regularly
• Work with Director of Finance to control costs, analyze expenditures, and ensure purchasing aligns with budget expectations
• Track team performance (one team member- storeroom manager), quality standards, and service delivery, identifying opportunities for improvement
• Manage purchasing and inventory of our retail outlet
• Work with F&B management team & finance on month-end reporting
• Comply with all policy and procedures

Requisitions

• Manage requisitions from storeroom for cooks, bartenders, and servers.
• Ensure all products needed for shifts are requisitioned before end of day.
• Maintain minimum inventory levels for smooth operations.
• Maintain liquor perpetual inventory and enforce empty bottle exchange policy

Cost Control

• Keep liquor storeroom locked when unattended.
• Report inventory discrepancies immediately to Director of Food & Beverage.
• Conduct monthly food and beverage inventories and complete cost worksheets.
• Code invoices for monthly P&L reporting.

Food Safety & Organization

• Maintain storeroom and coolers in clean, organized condition.
• Follow FIFO procedures and monitor expiration dates.
• Ensure all items are dated and priced.

Other Duties

• Maintain par levels of essential supplies.
• Work with vendors on various tasks.
• Coordinate shipping of packages for the hotel.
• Ensure proper operation and sanitation of dish machine.
• Operate all equipment safely and as designed.