MAIN DUTIES:
Administration
• To cooperate with all organizations and persons engaged in activities designed to enhance the development and standard of purchasing.
• To understand and implement the policy of cost effectiveness of each item to be purchased
• Develops, reviews and approves new or improved administrative, purchasing and clerical procedures to maintain economy and efficiency of operation.
• To introduce the product to the Kitchen & FB department which is of industry standard but at a price lower than existing price .
• To conduct market survey monthly and compare with the current price.
• To have an effective knowledge on the import regulation and import procedure.
• To follow and maintain the SOP of HACCP for Sofitel standard.
• To be ready and responsible when assigned to perform and other duties as designated by management
• To cultivate a sound with Local and Foreign supplier Relationship
• To counsel and assist fellow purchasing personnel in the performance of their duties
• To liaise & deal with local authorities such as Custom, Tax , Hygiene , etc.
• To introduce new items to the F&B which are available seasonally.
• To monitor the repeat order and put effort to reduce the price based on market trend with the gradual openness of market.
• To have a good negotiation skill.
• Refer to operations manual (SOPs) for details if required :
- Accor SOP - Purchasing functions Index : FIN-04-01
- Accor SOP- Purchasing procedure Index : FIN-04-02
- MH SOP - Suppliers selection SOP 2013
- MH SOP - Purchasing SOP 2012
- Evalpack policy for Purchases & stock, & etc.
Financial and Revenue Responsibilities
• Demonstrates continuous effort to improve operation, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless service and also, maintain positive relationship with all other departments.
• To visit and evaluate suppliers, to request quotations or bids, to negotiate prices and terms, to place orders, to resolve problems, to follow up any outstanding delivery and activate any payment with Hotel current suppliers and potential suppliers.
• To coordinate and liaise with the Head of Department on all matters relating to quality and reliability of delivery with respect to current and potential suppliers.
• To identify and select suppliers, including order follow up and vendor file management
• To keep track of all outstanding purchase orders to ensure that goods are delivered on time.
• To assist any Department in the hotel in formulating their material requirements and to use competitive bidding or other approved procedures to obtain the best price.
• To subscribe to and work for honesty and truth in buying, and to denounce all forms and manifestation of commercial bribery.
• To have good MC system skill to control delivery schedule, POs outstanding / pending. Maximize PRs is raises on system and Minimize of manual PRs.
• To consider first the interest of the company in all transactions and to carry out and believe in the company’s established policies.
• To check and manage the current supplier’s list by identifying potential suppliers and conducting vendor visits
• To able to initiative in urgent situation and give priority according to the needs.
• Managing HEOS requisitions / imports
• Researches and evaluates commodity areas and make recommendations for standardization and addition to qualified products list. Make suggestion to management concerning possible improvement in purchasing and store. Routine and control procedures to lower cost, inventory level etc…
• To consider and set-up the Economic Ordering Quantity (EOQ).
• To engage in value analysis of currently purchased materials in an effort to achieve cost savings without sacrificing quality.
• To ensure the timely preparation of purchase orders so that all approved purchase requests can be ordered and the goods delivered by the suppliers on the date needed.
• Approves bid proposals and specifications, presents recommendations on purchases for management approval
• To analyze the supply, demand, and prices and to assess the local events as they affect materials
• To buy without prejudice, seeking to obtain the maximum ultimate value of each dollar of expenditure.
• Evaluates overall revisions, price and past performance of each contract and approves prices increases. Review contracts for accuracy prior to renewal.
Training and Human Resources Management
• Works closely with all departments of the hotel.
• To plan and organize periodical departmental training for subordinates for the content, the quality of presentation, accuracy and investigate to clarify all points of variances.
• To report directly to Financial Controller
Miscellaneous
• All ambassadors may be assigned to other duties in the hotel as and when required by business levels.
• All ambassadors are required to comply with every reasonable request from their hierarchical supervisor(s) within an amount of time that it takes to comply under normal circumstances.
