Assistant Purchasing Manager

The Assistant Purchasing Manager assists in the managing and coordination of the overall operations of the purchasing department.

Purpose

Coordinate and assist the Purchasing Manager in overall operations of the Purchase Department to ensure that all departments of the hotel have adequate supplies to perform their duties in an efficient manner.

• Job Responsibilities

General

Builds a motivated and skilled team, leads by example and instills a culture of continuous learning and improvement among employees; actively participates in Employee Relations activities and programmes. Actively plans and manages the career development of every employee through effective coaching, training and by instilling company values; is concerned for employees' continuous development and personal growth. Organizes and manages the department in accordance with company philosophy and policies, maximizing efficiency and productivity and achieving established goals; promotes harmony between departments. Displays warmth, care and genuine enthusiasm when dealing with guests and internal customers; lives the Golden Rule. Demonstrates standards awareness, by setting example for standards execution, standards testing and implementing action plans to achieve established product and service goals Prepares annual plans and forecasts, consistently monitors and manages budgetary goals

Departmental

Ensures the purchasing policies and procedures are strictly adhered to prior to procuring any goods; a purchasing request must be approved prior to a PO being raised. Work closely with the Director of Engineering, Executive Chef & Director of F&B to purchase the highest quality products while constantly searching for the lowest price. Verify all purchase order requests/market lists to ensure that they have been by approved by authorized persons before purchase. Maintain proper documentation of all items received by the hotel in and ensure it is done as per Four Seasons purchasing and receiving procedures. Verify that all invoices sent to Accounts Payable ensuring they are approved PO, stamped and signed by Receiver. Ensures that all deliveries are sent immediately to the respective department upon receipt. Always maintain the receiving area clean and tidy and ensure no food items are left on the floor. Maintain a proper First in First out system of items in storerooms. Ensure that all inventories of Beverage Store and outlets are carried out in the time scheduled by Finance Keep the Asst DOF update with Inventories figures within two working days after last day of the month. Any variance in Beverage Cost versus Budget shall be communicated to the Asst DOF. Is responsible for the updating of Birchstreet and ensuring it runs smoothly Shall always ensure that quality of products purchased is up to the Four Seasons Standards. Prepare and post staff schedule in accordance with business needs. Conduct frequent quality control audits to ensure that staff is properly trained and are abiding to procedures. Ensuring that jobs delegated to other Purchasing Staffs are performed in a proper manner and deadlines are met. Negotiating with potential Vendors in terms of global discount on turnover and special discounts on early payments. A list of slow moving items for Food & Beverage is sent monthly to the Chef and DOF. Always ensure that to get the best deal from vendors without affecting the quality of the products. Ensure all food products received from suppliers are as per Four Seasons Food Hygiene standards. Coordinate and manage the overall operations of the Purchasing and Storeroom Department to ensure that all departments of the hotel have adequate supplies to perform their duties in an efficient manner. Responsible to coordinate with the car rental company in terms of car maintenance and repairs. Overlook the overall management of the purchasing department in the absence of the Purchasing Manager.

• Special Requirements

• B.A. or BCOM. Degree required with relevant (operations, business) field of study preferred along with knowledge of the industry, wholesaling and retailing practices.
• 3 - 4 years of relevant working experience in a similar function. Prior experience within hotel industry would be an advantage.
• Relevant knowledge of local market place and supplier network relevant materials management & purchasing experience preferably distribution required.
• Computer literate, with high competency level in use of Microsoft Office (Excel, PowerPoint, Word, as a minimum).
• Strong leadership skills.
• “Hand on” approach to all tasks.
• Commercial and financial acumen.
• Full Driving License required.

• Compliance Policies

Grooming Policy Confidentiality Agreement Policy Against Harassment Electronic Systems Policy Code of Business Conduct and Ethics Employee Handbook Acknowledgement Form