The main responsibilities and tasks of this position are listed as, but not limited to the following:
- Collaborate with other departments and colleagues to plan and detail their respective purchasing needs.
- Manage the inventory and warehousing activities by effectively forecasting demands, stock levels, reorder points and resources capacity ensuring product availability.
- Work out strategy to reduce out of stock situation and contingency plan.
- Coordinate with Department concerned on need to reorder based on adequacy of present stocks, experienced lead times and other prevailing situations.
- Review pricing and process daily perishables and general supplies.
- Ensure approved purchase requisitions are timely with the creation of Purchase Orders for all supplies.
- Reconcile Purchase Orders and Invoices to ensure prices and quantities are correct with Suppliers.
- Obtain the best value product at the lowest market price consistent with established quality standards and delivery schedules.
- Source for suppliers for purchase requests that is new.
- Obtain 3 competitive quotes for the lowest market price from the suppliers.
- Preparing comparative analysis of suppliers’ prices, quantities, and quality. To tabulate quotations and come up with price comparison across suppliers. To negotiate the best price for the hotel.
- Evaluate supplier performance based on quality standards, delivery time and prices. To ensure all the criteria are met according to the company’s requirements and expectations.
- Response to feedback /complaints e.g. items delivered is unsatisfactory.
- Attend personally to or supervise the proper handling of purchasing problems such as non-availability of standard items, late deliveries, poor services, sudden price increases, etc.
- Keep track of price movements, note that suppliers offering lowest prices and inform departments concerned of price increases, receive additional or changes in instructions or specifications.
- When placing orders with suppliers, ensure that bids are for the specified merchandise. If yields differ, the lowest price may not be the best to buy.
- Confer with present and prospective suppliers concerning new products, substitute discounts, reciprocal business, or package deals etc. for the Hotel and to discuss with Departments concerned.
- Provide the superior with comparative analysis of the tender prices of the perishable items.
- Implement control over purchasing to ensure that locally available food items purchased are for daily needs and the quality of food is optimum for the intended use and that the lowest available price in the market is paid for merchandise of the desired quality. To guard against excessive quantities of supplies being purchased (unless items need to be imported from overseas).
- Creation of article codes, price codes and vendor details are updated in the system.
- Sending out the Corrective Action Report (CAR) immediately to suppliers should a complaint be raised by Food Safety.
- Maintain files of catalogues and descriptive literature on all Hotel equipment and supplies and quotations/competitive bids from all suppliers.
- Be familiar with import procedures and documentation and approvals that may be required from local government.
- Ensures Suppliers are Food Safety compliances, SFA approved Vendors that met the grade criteria.
- Ensures all licenses and certificates are approved by authorities are valid.
- Ensure that all Paradox’s control procedures pertaining to Purchasing are strictly complied with.
- Any other adhoc duties as and when assigned by the Management.
