- To identify items for standing orders utilizing vendor&039;s logistics for regular deliveries to the hotel based on approved highly consumed items.
- To be willing to work a flexible schedule to accomplish all major responsibilities and tasks.
- To obtain competitive quotations for hotel requirements and ensure that the best product is sourced and purchased.
- To receive the market list from the Executive Chef daily and arrange for delivery of those items daily.
- To ensure that minimum of three independent genuine quotations must be obtained before submitting to Chief Accountant and Managing Director
- To work with the Training Manager to ensure that each talent within Finance Department is provided with effective training programs.
- To obtain written approval for established Minimum / Maximum stock levels by Chief Accountant and Managing Director
- To conduct yearly performance appraisals and give employees regular feedback on their job performance.
- To monitor vendors for quality, service, and price through standard purchasing specifications.
- To ensure that all authorized or approved purchase orders are sent to their respective suppliers/vendors for delivery purposes daily.
- To always project a positive and motivated attitude and exercise self- control.
- To manage purchasing team
- To verify the &039;pending orders&039; report daily, and all pending orders are checked and verified regularly.
- To do spot- checks entered system quotations, period validity quotes locked by, etc.
- To do other jobs as Chief Accountant and Managing Director assign.
- To ensure that all orders receiving dates are updated by the buyers according to the suppliers promised delivery dates.
- To be responsible for all purchasing functions, quotations, quality, and availability.
- To do research and identify new products and services for the hotel in the market.
- To ensure that all talents always provide courteous and professional service.
- To negotiate for quotations for any items costing more than a certain amount (As per company policy) and inquire into prices from various suppliers.
- To update market list quotation monthly and always research the new suppliers with good quality and better quotation.
- To always provide courteous and professional service.
- To develop departmental trainers, assign training responsibilities and meet with Departmental Trainers monthly.
- To implement purchasing policies, systems, and procedures in accordance with hotel standards.
- To be responsible for all administrative functions of the Materials Department, staffing, training and execution of other related duties.
- To ensure the efficient operation of the Purchasing Sub- Department in all aspects.
- To ensure validity of items available, force issue obsolete items and follows up on action taken for disposal.
- To keep all records in a way that can be checked at any time for information or audit purposes.
- To ensure that the suppliers follow the rules relating to the hygiene of goods delivered.
- To keep all documents, files and listings up- to- date and perform his duties in the most efficient manner.
- To approve all additional requests for new storeroom items, checking correct item description, unit, packing, category and establishes Min/Max estimated stock levels.
- To have a complete understanding of the Income Audit Section in the Operations Manual and Policies & Procedures.
- To approve all storeroom re- order requests, verifying quantities within the established Min/Max stock levels, and report properly to Chief Accountant
- To respond to any changes in the Finance function as dictated by the hotel.
- To establish contracts to ensure reduced pricing for all operating areas of the hotel.
- To ensure & verify that quotations are regularly updated, and supplier’s new current price lists are maintained.
- To prepare the list of canceled orders and sent to accounts for deletion, with appropriate reasons.
- To assume the functions and responsibilities of the Manager on Duty by the Hotel&039;s MOD policy.
- To check, explain if needed and approves delivered items discrepancy report issued by cost control regarding price and quantity order variances.
- To be responsible for maintaining logical storeroom inventory levels operationally needed.
- To do spot- checks storeroom requests if properly maintained, verify quantity requested and issued, proper items received by signatories & ID availability.
- To verify that all documentation and proper quotations are maintained and filed according to Policy and Procedure requirements.
- To be responsible for physical control of all store items until issued, fully documented under strict control procedures (key control, timing schedule, authorized issue requests).
- To carry out any other reasonable duties and responsibilities as assigned.
