The position is responsible for ensuring the smooth operation of daily procurement of F&B as well as General Supplies across the hotel which includes sourcing of requests at the most competitive pricings and the right vendors.
Primary Responsibilities
Manage Daily Procurement Functions
Processing of Ordering
- Receives Market List from the Executive Chef and processing the Market List ordering on daily basis.
- Ensures approved purchase requisitions are timely with the creation of Purchase Orders for F&B Supplies / Stewarding Supplies / Housekeeping Supplies and other general supplies.
- Reconciles Purchase Orders and Invoices to ensure prices and quantities are correct with Suppliers.
- Follows up closely on outstanding Purchase Orders that are long overdue and if needed for cancellation.
- Verifies that all documentation and proper quotations are maintained and filed according to Policy and Procedure requirements.
Handling User’s Request, Sourcing. Request for Quotation
- Responses to queries from end users/suppliers with regards to no stock situation.
- Sources for suppliers for Purchase Requests that are new.
- Requests for quotations as well samples for evaluation.
- Effectively source for suppliers and to obtain the best possible quote from the suppliers for all items, without compromising on minimum quality and standards.
- Negotiate with selected suppliers and obtain competitive quotations.
- Attend to complaints and feedback from user’s department on purchases and to take appropriate actions with suppliers that provide these products which do not meet the desired quality.
- Maintains and keeps track of all contract/RFP/RFQ documentations for audit control.
Food Safety Management
- Manages and request for formal documentations from Suppliers in compliance to HACCP standards of the hotels inclusive of HALAL certification.
- Responses swiftly to feedbacks / complaints (from end users / suppliers / guest in accordance to HACCP Procedures).
- Tracks and monitors all expiration date of licenses as well as organization certification for all Suppliers that are partner with the hotel. Arranges with Suppliers for site audit inspection as and when needed by Director of Finance & Business Support, Purchasing Manager as well as Director of Food Safety.
- Ensures Corrective Action Report are sent out immediately to Suppliers should a complaints raised by Food Safety
- Ensures substitution of supplies are replace immediately for operation use
- Ensures Suppliers that works with the hotels are Food Safety compliances
- Ensures Suppliers that SFA approved Vendors that met the grade criteria
- Ensures all licenses and certificates are approved by authorities are valid
Price Comparison Summary
- Tabulation of Price Comparison Summary for analysis for Food and Non-Food Category
- Recommend the award item for Purchasing Manager, Executive Chef and Director of Finance & Business Support review and approval.
- Preparing and send out the Letter of Award.
New Vendors & Article Code Creation
- To obtain documentation e.g Supplier Evaluation, Bizfile (applicable for Food and Non-Food supplier) for new Vendor Creation for Director of Finance and Business Support and Purchasing Manager’s approval, and Supplier Questionnaire (applicable for Food & Beverage’s supplier only) and approved by Director of Food Safety, Executive Chef, EAM F&B, and Purchasing Manager.
- To raise new Supplier Creation Form / Supplier Date Change Form for Director of Finance and Support approval.
- To raise new Article Code Creation Form / Article Amendment Form for Purchasing Manager approval.
- Creation of Article Codes/Price Codes and Vendors details are updated accordingly in the system
Others
- Carries out any other duties as required by the Director of Finance & Business Support or Purchasing Manager.
- Monitors all contract expiration dates and update the main data file.
- Handles RFQ and RFP exercises for all categories of Supplies including Capex, General Supplies and Services purchaes.
- Performs any other duties and responsibilities that may be assigned.
