Job Description

Assist in overseeing the efficient and cost-effective procurement of food, beverages, general supplies, operating equipment, and other hotel requirements.
Coordinate closely with the Director of Food & Beverage to ensure all food and beverage purchasing requirements are met in terms of quality, quantity, pricing, and delivery schedules.
Develop and review purchase specifications for food and beverage items in collaboration with the Director of Food & Beverage to maintain consistent quality standards.
Liaise with all Department Heads to identify purchasing needs, recommend economical order quantities, and establish appropriate par stock levels in line with operational requirements.
Ensure compliance with established purchasing, receiving, storage, and issuing procedures to maintain proper controls and operational efficiency.
Ensure all hotel departments receive the required goods and services on time and in accordance with hotel quality standards and specifications.
Adhere to company policies, purchasing procedures, internal controls, and minimum operating standards.
Maintain an updated vendor reference file and monitor supplier performance to ensure compliance with product quality, food safety, hygiene, and delivery requirements.
Conduct regular market surveys and price comparisons to identify new products, evaluate alternative suppliers, obtain competitive quotations, and achieve cost savings.
Establish and monitor par stock levels and reorder points for all main store items to ensure adequate stock availability and prevent overstocking.
Monitor inventory levels and maintain optimum working stock to minimize wastage, stock discrepancies, expiry, and unnecessary inventory holding costs.
Review and process purchase requests, ensuring that three competitive quotations are obtained where required and that suppliers are evaluated based on price, quality, reliability, and delivery terms.
Assist in negotiating prices, payment terms, and delivery schedules with suppliers to maximize value and support the hotel's purchasing budget.
Maintain accurate purchasing records, supplier documentation, purchase orders, and related reports in the hotel's purchasing system.
Assist in monitoring purchasing expenditure against budgets and identifying opportunities to improve procurement efficiency and reduce operating costs.
Support the maintenance of purchasing systems and related computer records, ensuring data accuracy, system integrity, and timely completion of administrative tasks.
Familiar with the Future Log system for tracking upcoming tasks, deadlines, and important events.