Job Purpose:
Responsible for coordinating all purchases of food and beverage items, office supplies, capital equipment and contract services for Club. (Invite tender for services/goods). To ensure that all purchases are procured cost effectively and in appropriate quantities for required delivery in the approved price range. Responsible for the F&B costs and to ensure that daily and monthly reports on F&B costs are properly prepared on a timely basis.
Job Responsibilities:
1. Ensure that purchasing policies are implemented and observed by all departments.
2. Responsible for the daily operations of the purchasing department involving sourcing, evaluation and procurement of supplies with at least three suppliers for each requisition of new products and services.
3. Taking into account the product quality, product specification, supplier reliability and cost effectiveness, recommend to the requesting department the preferred supplier.
4. Ensure that each purchase order for new products and services is approved by the General Manager before committing to the supplier.
5. Contain and reduce costs through proper negotiation, product standardising, or innovative ways of sourcing.
6. Maintain a database of contracts and supplies information
7. Ensure that products and services received meet the specifications in the purchase orders.
8. Input and update purchase orders into computerised purchasing module. To follow up on outstanding purchase orders to ensure prompt delivery of products and services.
9. Follow up with suppliers on any discrepancies on pricing.
10. Ensure that the F&B stores are properly maintained and adequately stocked.
11. Ensure that stock items in the F&B stores are properly accounted for and stock records are accurately maintained.
12. Ensure that food and beverage costs are properly controlled by reviewing the monthly food and beverage cost percentage for each outlet.
13. Ensure that monthly food and beverage costs reports are promptly prepared and submitted to the Head, Food & Beverage and Head, Finance & Admin for review.
14. Prepare for open or close tenders upon annual review of prices for supply of food & beverage provision and other contract servicing.
15. Supervise the Purchasing Team.
16. Invite and review tender for supply of perishable items and services for other departments on a yearly basis.
17. Support business teams with agreement or contract requests to review existing relationships with strategic suppliers.
18. Ensure all supplier assessment and selection recommendations are reviewed and supported before submission to approval committees.
19. Participate in the monthly stock take exercise.
20. Reconciles the Physical count to the ledger records and does the reconciliation between inter-outlet records and the ledger records.
21. Support cost and quote calculations with considerations and advice to ensure reliable expectations and predictable outcomes.
22. Perform any other duties assigned by the Finance Manager and General Manager.
23. Others:
- Follow the workplace safety and health system, safe work procedures or safety rules implemented at the workplace.
- Not engage in any unsafe or negligent act that may endanger yourself or others working around you.
- Use personal protective equipment provided to you to ensure your safety while working. You must not tamper with or misuse the equipment.
