Purchasing Manager

Managing Work, Projects, Policies, and Standards for Purchasing Across Departments
• Manage all purchasing requirements of the Hotel ensuring the Purchasing Policy and Procedure for the Hotel is followed and adhered. Any deviations from the policy must be reported to the Financial Controller immediately.
• Establish product specifications with relevant Department Heads.
• Obtaining two to three (depending upon value) competitive quotes for items greater than US$100 where possible from qualified suppliers to minimize cost to the Hotel.
• Conduct interviews with suppliers, representatives and obtains information, specification, quotations, on any items required and handles subsequent correspondence and negotiates for procurement.
• Actively encourages networking with other Sheraton hotels in the region (where possible) when negotiation supplier contracts for favourable delivery - conditions, price and terms.
• Pricing of purchase orders and determining appropriate supplier to obtain best quality and price.
• Select suppliers impartially based upon cost, ability to meet product specifications, efficiency and quality of their operations, delivery on a timely basis as required and ability to source goods locally to avoid lengthy importation delays.
• Establish and maintain listing of approved suppliers.
• Posting orders to Platinum Inventory module and producing purchase order for receiver to match against when goods delivered.
• Placing orders with supplier to ensure timely delivery to satisfy hotel requirements and to trace delivery to ensure operational needs are met.
• Follow up on outstanding orders and advising operating departments of status.
• Liaising with suppliers, representatives. Visits the market for pricing information and availability of product.
• Arranging couriers for goods urgently required - COD deliveries and petty cash.
• Sourcing items which are unobtainable from regular suppliers.
• Maintaining food purchasing specifications. Conduct regular inspections of incoming goods for weight, quality and quantity, minimum and maximum stock levels, reordering size, delivery lead time etc. to enable efficient inventory management.
• Regularly reviewing contract supplies to ensure prices are still competitive.
• Maintains competitor knowledge of similar products by regularly surveying price lists of other hotels operation supplies.
• Analyses market trends to anticipate likely price fluctuations, for the purpose of maintaining inventory either for long or short time periods.
• In conjunction with Storeman and Department Heads, optimize the carrying cost of inventory, through regular review of minimum/maximum stock levels.
• Discounts should not be pursued through volume purchases if it results in stock and par levels being exceeded.
• Ensure the market list is completed by the Chef or their designate, by 10:00 and daily ordering executed by 14:00.
• Liaise with the Department Heads, Director of Finance and General Manager in reducing the incidence of last minute orders. Makes suggestions to management concerning possible improvements in purchasing routines and control procedures, which would tend to lower purchasing costs, lower inventory levels etc.
• Liaison with user departments to ensure that requirements regarding quality and service from supplier are adequate. Maintains continuous communication with all Departments to understand operational requirements.
Demonstrating and Applying Accounting Knowledge to Purchasing Operations
• Demonstrates knowledge of job-relevant issues, products, systems, and processes.
• Uses computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.
• Uses relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.
• Keeps up-to-date technically and applying new knowledge to your job.
Maintaining Finance and Accounting Goals
• Submits reports in a timely manner, ensuring delivery deadlines.
• Achieves and exceeds goals including performance goals, budget goals, team goals, etc.
• Develops specific goals and plans to prioritize, organize, and accomplish your work.
Additional Responsibilities
• Provides information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
• Analyzes information and evaluates results to choose the best solution and solve problems.
• Interacts with kitchen staff, vendors and Executive Chef.
• Attends and participates in all pertinent meetings.
• Provide direction and assistance to other organizational units regarding accounting and budgeting policies and procedures, and efficient control and utilization of financial resources.
• Informs and/or updates the executives, the peers and the subordinates on relevant information in a timely manner.
MANAGEMENT COMPETENCIES
Leadership
• Adaptability - Maintains performance level under pressure or when experiencing changes or challenges in the workplace.
• Communication - Conveys information and ideas to others in a convincing and engaging manner through a variety of methods.
• Problem Solving and Decision Making - Identifies and understands issues, problems, and opportunities; obtains and compares information from different sources to draw conclusions, develop and evaluate alternatives and solutions, solve problems, and choose a course of action.
• Professional Demeanor - Exhibits behavioral styles that convey confidence and command respect from others; makes a good first impression and represents the company in alignment with its values.
Managing Execution
• Building and Contributing to Teams - Actively participates as a member of a team to move the team toward the completion of goals.
• Driving for Results - Sets high standards of performance for self and/or others; assumes responsibility for work objectives; initiates, focuses, and monitors the efforts of self and/or others toward the accomplishment goals; proactively takes action and goes beyond what is required.
• Planning and Organizing - Gathers information and resources required to set a plan of action for self and/or others; prioritizes and arranges work requirements to accomplish goals and ensure work is completed.
Building Relationships
• Coworker Relationships - Interacts with others in a way that builds openness, trust, and confidence in the pursuit of organizational goals and lasting relationships.
• Customer Relationships - Develops and sustains relationships based on an understanding of customer needs and actions consistent with the company's service standards.
• Global Mindset - Supports employees and business partners with diverse styles, abilities, motivations, and/or cultural perspectives; utilizes differences to drive innovation, engagement and enhance business results; and ensures employees are given the opportunity to contribute to their full potential.
Generating Talent and Organizational Capability
• Organizational Capability - Evaluates and adapts the structure of own assignments and suggests improvements to work processes to best fit the needs and/or support the goals of an organizational unit.
• Talent Management - Provides support and feedback to help individuals develop and strengthen skills and abilities needed to accomplish work objectives.
Learning and Applying Professional Expertise
• Applied Learning - Seeks and makes the most of learning opportunities to improve performance of self and/or others.
• Business Acumen - Understands and utilizes business information to manage everyday operations.
• Technical Acumen - Understands and utilizes professional skills and knowledge in a specific functional area to conduct.
o General Finance and Accounting - The ability to perform bookkeeping procedures, proficiently use financial systems technology, and accurately complete general ledger entries; knowledge of database structures in order to obtain financial queries; establish Cash flow statements and cash flow forecast with a good understanding the financials flows and the working capital needs.
• Basic Competencies - Fundamental competencies required for accomplishing basic work activities.
o Basic Computer Skills - Uses basic computer hardware and software (e.g., personal computers, word processing software, Internet browsers, etc.).
o Mathematical Reasoning - Demonstrates ability to add, subtract, multiply, or divide quickly, correctly, and in a way that allows one to solve work-related issues.
o Oral Comprehension - Demonstrates ability to listen to and understand information and ideas presented through spoken words and sentences.
o Reading Comprehension - Demonstrates understanding of written sentences and paragraphs in work-related documents.
o Writing - Communicates effectively in writing as appropriate for the needs of the audience.