Purchasing Manager
Rosewood Hotels and Resorts
Job Description ABOUT OUR DEPARTMENT / TEAM The role of procurement in hospitality is key. This has to do with the purchasing of goods and services for hotel. Often even industry professionals confuse procurement with purchasing. The purchasing process has to do with ordering the goods once vendors have been put in place by the procurement department.
THE IMPACT OF THIS ROLE Will impact the smooth running of the hotel ensuring goods are purchased and delivered on time.
KEY RESPONSIBILITIES A. Administrative • To ensure all supplies / goods are supplied on time. • Ensure stock on hand is as per established Min/Max levels. • Analyse the consumption of items and review Min/Max levels yearly. • Vendor information is maintained by the purchasing department and include: Supplier distribution channels; Product availability; Pricing and product information Purchase history and consumption rates; Supplier information • Negotiate and establish annual contracts for bulk Food / Beverage / General Supplies • Ensure High volume and/or high-cost purchases (as per policy) go through competitive bidding process with a minimum of 3 bidders. • Analyse hotel engineering dept. operation, identify min. 3 suppliers Eng. spare parts supplies • Conduct monthly meetings with MD / DFBP / AP / HOD’s to discuss status of open orders, procurement of capex items, change of vendors etc. Prepare minutes of meeting. • Conduct market survey to familiarize with local market for hotel products and make sure of supplies. Market survey is conducted by Purchasing staff, Cost Controller and Chef periodically to use as reference in F&B purchasing decisions. • Compare market pricelists for multiple vendors, and update. Prepare purchase price comparison sheet showing variances from the last contract for food and beverage and routed to the Cost Controller, Executive Chef and DOF for review. • Ensure to purchase the best quality at best price. • To communicate the user dept. with not available and delay in arrival of goods. B. Communication • To communicate with user departments and provide feedback on existing / new products. • To communicate with suppliers to ensure the quality of the service and products. • To update the supplier’s reputation, working relationship etc. constantly. • To respect suppliers. • Co – Operation to get suggestion from user dept. on purchasing. • To co - operate with other sister - hotel on every available aspect. C. Training • To conduct the training based on department training needs. • To conduct the training based on staff performance appraisals. • To conduct staff training on job morality. Other standard responsibilities • Complies to the company policies. • Works within all pre-set budgetary limits. • Takes on other tasks in addition of the ones stated, in a reasonable framework. • Develops and updates policies and manuals, as related to the division/department, while ensuring compliance to the same for consistency. • Actively participates in and leads recruitment and talent development for the division/department, to meet both current and future needs • Is a “brand ambassador” at all times and ensures brand integrity and clarity are always maintained. • Models the company’s culture, vision, mission and core values at all times.
CRITICAL SKILLS & QUALIFICATIONS Required skills • Neat appearance and articulate • Team builder, Motivator and self-starter • Displays initiative and Commitment to professional values • Language: Good command in oral and written English Qualifications • University graduate • Additional improvement programs in Finance is desired • Experience in Materials Controls is desired Experience • Good communication skill • Apparent planning ability • At least 5 years working experience in international class hotel
THE IMPACT OF THIS ROLE Will impact the smooth running of the hotel ensuring goods are purchased and delivered on time.
KEY RESPONSIBILITIES A. Administrative • To ensure all supplies / goods are supplied on time. • Ensure stock on hand is as per established Min/Max levels. • Analyse the consumption of items and review Min/Max levels yearly. • Vendor information is maintained by the purchasing department and include: Supplier distribution channels; Product availability; Pricing and product information Purchase history and consumption rates; Supplier information • Negotiate and establish annual contracts for bulk Food / Beverage / General Supplies • Ensure High volume and/or high-cost purchases (as per policy) go through competitive bidding process with a minimum of 3 bidders. • Analyse hotel engineering dept. operation, identify min. 3 suppliers Eng. spare parts supplies • Conduct monthly meetings with MD / DFBP / AP / HOD’s to discuss status of open orders, procurement of capex items, change of vendors etc. Prepare minutes of meeting. • Conduct market survey to familiarize with local market for hotel products and make sure of supplies. Market survey is conducted by Purchasing staff, Cost Controller and Chef periodically to use as reference in F&B purchasing decisions. • Compare market pricelists for multiple vendors, and update. Prepare purchase price comparison sheet showing variances from the last contract for food and beverage and routed to the Cost Controller, Executive Chef and DOF for review. • Ensure to purchase the best quality at best price. • To communicate the user dept. with not available and delay in arrival of goods. B. Communication • To communicate with user departments and provide feedback on existing / new products. • To communicate with suppliers to ensure the quality of the service and products. • To update the supplier’s reputation, working relationship etc. constantly. • To respect suppliers. • Co – Operation to get suggestion from user dept. on purchasing. • To co - operate with other sister - hotel on every available aspect. C. Training • To conduct the training based on department training needs. • To conduct the training based on staff performance appraisals. • To conduct staff training on job morality. Other standard responsibilities • Complies to the company policies. • Works within all pre-set budgetary limits. • Takes on other tasks in addition of the ones stated, in a reasonable framework. • Develops and updates policies and manuals, as related to the division/department, while ensuring compliance to the same for consistency. • Actively participates in and leads recruitment and talent development for the division/department, to meet both current and future needs • Is a “brand ambassador” at all times and ensures brand integrity and clarity are always maintained. • Models the company’s culture, vision, mission and core values at all times.
CRITICAL SKILLS & QUALIFICATIONS Required skills • Neat appearance and articulate • Team builder, Motivator and self-starter • Displays initiative and Commitment to professional values • Language: Good command in oral and written English Qualifications • University graduate • Additional improvement programs in Finance is desired • Experience in Materials Controls is desired Experience • Good communication skill • Apparent planning ability • At least 5 years working experience in international class hotel
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