Purchase Manager

Job Description

Key Responsibilities: Managing Purchasing Operations: Vendor Management: Formulate and maintain an approved list of vendors across various product categories, ensuring quality and competitive pricing. Ordering & Receiving: Ensure proper procedures for ordering, receiving, storing, and distributing food and beverage items. Ensure timely deliveries and that goods received match the specifications outlined in purchase orders. Inventory Control: Monitor inventory levels to maintain optimal stock while preventing overstocking or shortages. Implement the first-in/first-out (FIFO) method to rotate inventory effectively and minimize waste. Budget Management: Assist the Executive Chef and other departments in controlling food and beverage costs, aiming to stay within budget while maintaining quality. Regularly review invoices to ensure accurate billing for goods received. Sanitation & Safety Standards: Ensure compliance with sanitation and safety regulations for food and beverage storage, handling, and overall kitchen hygiene. Maintain proper procedures for safeguarding food and beverage storeroom assets. Administrative Support: Perform administrative tasks such as cost tracking, reporting, and updating inventory records. Ensure all invoices are processed in a timely manner and in compliance with the company's accounting standards. Supporting Finance & Accounting: Financial Reporting: Assist in the preparation and submission of financial reports, including food and beverage costs and other purchasing-related expenses. Track profits, losses, and variance against budgets. Cost Control: Participate in activities to monitor and reduce costs related to purchasing, inventory, and food production. Ensure that accurate documentation is kept regarding purchase orders, invoices, and payments. Compliance with Accounting Procedures: Follow standard accounting practices and ensure that financial records and documents related to purchasing are properly managed and comply with company procedures. Communication and Coordination: Collaboration with Kitchen & Restaurant Management: Work closely with the Executive Chef and restaurant managers to ensure that food production needs align with inventory levels. Communicate delivery schedules to ensure smooth operations and avoid disruptions. Vendor Relations: Maintain good relationships with vendors to ensure the quality of products and services, negotiate pricing, and resolve any issues that may arise in the procurement process. Supporting Operational Excellence: Customer and Guest Satisfaction: Contribute to the overall guest experience by ensuring that food and beverage quality and service standards are consistently met. Property Operations: Support operational strategies that align with the business goals of the hotel or restaurant. Participate in property walk-throughs and reviews to ensure operational standards are being met and maintained. Performance Monitoring: Assist in monitoring employee performance related to purchasing tasks and compliance with purchasing policies and standards. Safety and Legal Compliance: Safety Standards: Implement safety procedures as per Occupational Safety and Health Administration (OSHA) and other regulatory bodies to ensure a safe working environment. Oversee the implementation of safety and emergency plans. Legal Compliance: Ensure all purchasing and operational practices comply with relevant laws, including tax regulations, labor laws, and other industry-specific compliance requirements. Qualifications & Experience: Education: Required: A four-year bachelor's degree in Finance and Accounting , Business Administration , or a related field. Alternative: Minimum of 2 years of experience in purchasing or a related field, with practical knowledge of procurement processes in the hospitality industry. Skills & Competencies: Strong Analytical Skills: Ability to generate accurate reports, manage data, and interpret financial figures related to purchasing and inventory. Attention to Detail: High level of precision in checking orders, invoices, and inventory records. Excellent Communication Skills: Ability to communicate clearly with kitchen staff, vendors, and other departments to ensure smooth operations. Vendor Management: Experience in managing vendor relationships, negotiating contracts, and ensuring the timely delivery of quality products. Financial Acumen: Understanding of cost control and budgeting to help reduce expenses while maintaining product quality. Computer Literacy: Proficient in using computer programs for inventory control, cost tracking, and financial reporting (e.g., Microsoft Excel, ERP systems). Core Activities: Managing Inventory: Ensure efficient inventory levels and proper stock rotation to maintain high-quality products while minimizing waste. Purchasing & Procurement: Order all necessary food, beverage, and controllable items, ensuring adherence to budgeted costs and business needs. Vendor Communication: Act as the liaison between vendors and internal stakeholders to coordinate deliveries and resolve any issues. Financial Reporting & Analysis: Regularly track costs, manage budgets, and generate reports to ensure financial performance aligns with organizational goals. Safety & Compliance: Ensure compliance with food safety standards and regulatory requirements in all purchasing activities. Additional Responsibilities: Audits & Controls: Help with periodic audits and financial reviews, ensuring purchasing operations are aligned with company policies. Continuous Improvement: Participate in initiatives to improve purchasing and inventory management practices, identifying areas for process improvement and cost reduction. Guest Experience: Contribute to enhancing guest satisfaction by ensuring that high-quality ingredients and beverages are consistently available for use in the kitchen and dining areas. Why This Role is Important: The Purchasing Manager is crucial to the smooth operation of food and beverage services within a hotel or restaurant setting. By ensuring that purchasing, inventory control, and financial management are handled efficiently, this role contributes directly to cost control, quality maintenance, and the overall guest experience. Effective management of food and beverage supplies also plays a key role in the profitability and operational success of the establishment.