Director of Purchasing
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BASIC FUNCTION: The Director of Purchasing is responsible for all purchasing procedures, functions and duties concerning purchasing and receiving. This position is directly responsible for supporting two distinct operations, including ordering and receiving supplies, immediately storing and issuing these products, implementation and maintenance of all internal control and audit policies and procedures. The Director of Purchasing is also responsible for ensuring that goods are received per specifications and all items are issued per requisition. Additionally, the cleanliness, sanitary, safety and orderly condition of the each storage facilities are a direct and daily responsibility. Proper vendor security clearance as well as communication to the vendors about specific SOPs is also a requirement. QUALIFICATIONS: High school diploma of equivalent. College degree preferred. Knowledge of Microsoft applications, and other database systems. Detail oriented communication and multi-tasking skills. Supervisory, management experience. At least 5 years in related Purchasing position at hotel or conference center. Excellent organizational skills. Good communication skills. ESSENTIAL FUNCTIONS: Obtain bids from primary vendors, record bids and order appropriately. Maintain daily inventories of products, par stock levels, purchase quantities and pricing. Check quality, quantity and pricing of all products received. Ensure all food requisitions are filled and delivered in a timely fashion. Follow the order guide and order food in Chefs absence. Organize food requisitions upcoming days and order appropriately. Maintain the daily receiving reports and requisitions. Maintain accurate, complete weekly BEOs to ensure all ordering information is correct. Daily reconciliation of invoices and cover sheet. Maintain the loss sheet. Receive, date, price and rotate all food items. Issue Food and Beverage items per authorized requisition. Issue product on a first in-first out basis. Deliver F&B requisitioned items on carts to the appropriate departments and obtain signatures on all requisitions. Advise Manager of any stocked item shortages or removal of the last of a stocked item. Assist with ordering on the weekends if necessary. Coordinate month-end inventory of all storeroom products. Keep all storage and receiving areas clean and clear at all times. Responsible for the upkeep of storeroom equipment (pallets jacks, dollies, carts, scales, etc.). Keep all storeroom carts, dollies and pallet jacks accounted for in the storerooms or on the loading dock. Rotate bins for recycling, making sure the recycling is in the correct bins. Ensure only authorized personnel have physical access to the storeroom. Inform manager immediately if any unauthorized personnel are in the storerooms. All requisitions are to be issued by the end of each day. Any maintenance problems, cooler/freezer problems, safety hazards, unauthorized entries or any other problems are to be reported to the manager. Coordinate and expedite all purchasing procedures and orders with the exception of engineering materials and products. Responsible for the specification verification, consumption/pars of all products, distribution of purchase orders, the upkeep of vendor files, the follow-up and tracing of outstanding orders. Participates in all property meetings including weekly staff meetings, F&B, Managers Meeting and Conference review. Obtains bids from vendors according to the specifications set by the department heads. Determine the best possible price for and quantity of the items and place orders for all non-food items. Schedule deliveries of non-food items to meet the operational needs outlined by the department heads. Maintains regional and corporate purchasing programs and arrangements. Ensures adherence to all corporate purchasing policies and procedures. Coordinates monthly inventories; responsible for tracking food and beverage credits; maintains spread sheets of food, liquor, wine, beer and tobacco inventories to track month-to-month variances. Act as the liaison between Benchmark Equipment Company and the property. Oversee the daily operations of the Purchasing Department through inspections, timely and careful review of all paperwork. Must be able to perform the duties of storeroom receiving clerk, receiving, filling requisitions, rotation of stock and assists in month-end inventories. Performs any general cleaning tasks using standard hotel cleaning products to adhere to health standards. MARGINAL FUNCTIONS: Respond to any reason request made by the Controller or General Manger. Assist in other departments as needed.