Purchaser

The Purchasing Manager is responsible for organizing and managing the Purchasing Department to the highest professional standards and in accordance with the Standard Operating Procedures. A continuous up-to-date supply of operating supplies and F&B items is to be ensured, together with securing and controlling those items. A clear overview of the market fluctuations is maintained, with the aim to buy specified quality for the lowest price available. The Purchasing Manager ensures the continuous comparison of pricing, negotiation, and proposing supplier contracts for recurring orders.

Coordination with the various departments is required on all matters related to purchasing. Immediate action is to be taken on purchase requisitions. Pending orders are to be followed up on quickly. In cooperation with the Department Managers, out-of-stock items and emergency purchases are avoided with proper planning.

Purchasing records are maintained to the Accounting Department's standards, with clarity and a proper trail of all purchasing documents. The Purchasing Manager ensures that Department Managers are informed of the goods expected to arrive.

ESSENTIAL DUTIES AND KEY RESPONSIBILITIES:

· Purchasing Manager is fully responsible for the proper running of the Purchasing Department and Storerooms.

· Maintain and secure storage areas through key control, controlled issue hours, and requisitions.

· Maintain internal control on all items purchased. Review commitment contracts and supplier-partner relationships.

· Makes recommendations and suggestions of improvements and cost savings to the Executive Chef and Assistant General Manager.

· Negotiates purchase agreements. Agreements are to be signed only by the General Manager, Assistant General Manager, or Executive Chef.

· Secure at least three quotes for all items, especially high-cost items.

· Control purchasing procedures and follow up to ensure timely delivery or arrange alternate procurement of supplies when needed.

· Prioritizes the purchasing efforts, reviews agreements, searches for new suppliers, recommends a change of products, secures samples of new items, checks the background of new suppliers, including their performance track record.

· Provides a timely review of all purchase orders for completeness and accuracy; verifies necessity of the order and provides feedback and/or approval on all purchase orders.

· Receives inspects for proper quality and quantity and forwards all goods and deliveries in and out of the Club to the correct point of contact/storage area.

· Establish and maintain standards for issuing and receiving stock within the storeroom's area of operation.

· Schedule, Participate, Manage, Monitor, and take inventory for food, beverage, operating supplies, and equipment once a month or more frequently as needed.

· Maintain clear and organized records to ensure all reports and invoices are filed and stored properly.

· Monitor, maintain, and as necessary adjust the PAR levels for all food, beverage, and operating supply items to ensure proper levels.

· Responsible for storage and control of both food & beverage and operational stock.

· Responsible for the day-to-day check on the storage facilities for upkeep and hygiene.

· Responsible for verifying all goods received are as per the agreed purchase: delivery, quality, and agreed quantity have been received; and to refuse acceptance of damaged, unacceptable, or incorrect items.

· Ensure cleanliness of all areas, keeping storage areas clean & tidy and in strict compliance with hygiene, labeling, and temperature regulations.

· Establish and maintain Requisition Schedule; inform all departments of requisition deadlines.

· Ensure the appropriate Department Managers approve all storeroom requisitions.

· Ensure the quantity requested by requisition, and the quantity always issued matches.

· Post all invoices using the designated system.

· Conduct inventory audits to determine inventory levels and prepare orders based on par levels or needs.

· Conduct physical stock audits on a regular basis as advised by the Controller, with the physical count to be compared with the inventory count.

· Work with the Accounts Payable in investigating any cost discrepancies.

· Complete purchase requisitions for inventory and supplies to maintain par levels and for special needs (including banquets, events, etc.).

· Troubleshoot any vendor delivery issues and oversee/follow up on the return process.

· Adhere to all Health and Safety Regulation and procedures, particularly relating to food and beverage items.

· Verify and track received inventory and complete inventory reports and logs.

· Establish receiving process and controls and document daily receiving and follow-up on items not delivered and items for return or exchange.

· Responsible for all matters related to the maintaining of delivery schedules. Informs the concerned departments as to the items due to arrive.

· Keeps all records pertaining to the department properly recorded and filed.

· Coordinates and communicates with all departments in all purchasing matters.

· Attends regular meetings as required.

· Carries out other duties that may be assigned by Executive Chef, Assistant General Manager, or General Manager from time to time.

MINIMUM REQUIREMENTS & QUALIFICATIONS – (hiring, language, and physical requirements to perform the job).

Minimum Requirements:

· Working hours: There are no set working hours for the Purchasing Manager. The Purchasing Manager is expected to be able to be on duty during normally accepted working hours and additionally when operational demands require his/her presence. He/She adapts working hours to the Club and market’s operating hours.

· Language: The Purchasing Manager is required to speak, write and read fluently in English using clear and professional language (with fluency in other languages preferred).

· Education/Experience: The Purchasing Manager holds supervisory competencies. The minimum education is a High School degree (or equivalency), with Hotel/College training preferred. In lieu of education, at least 3 years of experience in a similar position in Club/Hotel/Restaurant operations is required.

· Conduct: Able to prioritize multiple tasks and approach club staff and vendors with professional courtesy despite pressures of Purchasing Manager’s responsibilities. Must have a high degree of professional integrity, and be able to work safely, effectively, and efficiently.

· Abilities: Must have strong organization skills, as well as the ability to work independently while managing multiple tasks Must have skills in database, spreadsheet, or other accounting applications. Organizational skills are required to maintain records, inventories an

Job Type: Full-time

Pay: From $56,947.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Referral program
• Retirement plan
• Vision insurance

Schedule:

• 8 hour shift
• Day shift
• Monday to Friday
• Weekends as needed

Work Location: In person