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Job Brief :To coordinate the purchasing requirements of the hotel and ensure all are met in a timely, cost effective manner and meeting the quality st.....

Job Brief :

To coordinate the purchasing requirements of the hotel and ensure all are met in a timely, cost effective manner and meeting the quality standards of the hotel. Negotiation of supplier arrangements which maximize the hotel’s purchasing power and which maintain professional and ethical relationships with suppliers at all times.

Job Responsibilities:

Oversee the fulfillment of the hotel’s purchasing requirements and ensure all are met in a timely, cost effective manner and meeting the quality standards of the hotel.
Adhere to the hotel’s Purchasing Policy and Procedures when carrying out all purchases, including required approvals and quotations.
Select suppliers impartially based upon cost, ability to meet product specifications, efficiency and quality of their operations, delivery on a timely basis as required and ability to source goods locally to avoid lengthy importation delays.
Compulsory for Purchasing Manager to get at least 3 Quotations for hotel operating / general supplies items. Same policies applied for a new projects or contracts by the hotel.
Conduct interviews with suppliers, representatives and obtains information, specification, quotations, on any items required and handles subsequent correspondence and negotiates for procurement.
Liaise with department heads to confirm understanding of required product specifications.
Actively encourage networking with other hotels in the region (where possible) when negotiating supplier contracts to optimize terms and conditions on behalf of the hotel.
Pricing of purchase orders and determining appropriate supplier to obtain best quality and price.
Establish and maintain listing of approved suppliers.
Oversee posting of purchase orders into the Oracle Material Contorl Purchasing Module on a timely basis to enable receiver to match against when goods are delivered. PR/PO vs GRN.
Placing orders with supplier to ensure timely delivery to satisfy hotel requirements and to trace delivery to ensure operational needs are met.
Follow up on outstanding orders and advise operating departments of status.
Liaison with suppliers, representatives. Visits the market for pricing information and availability of product.
Arranging couriers for goods urgently required – COD deliveries and petty cash.
Source items which are unobtainable from regular suppliers.
Maintaining food purchasing specifications. Conduct regular inspections of incoming goods for weight, quality and quantity, minimum and maximum stock levels, reordering size, and delivery lead time etc to enable efficient inventory management.
Prepare and process any import declarations and licenses required. Ensure Customs Duty has been paid on time for imported items.
Liaise with government departments such as the Animal and Plant Inspection Office and Hygiene Office to ensure clearance / inspections have been completed.
Regularly review contracted supplies to ensure prices are still competitive. Maintain competitor knowledge of similar products by regularly surveying price lists of other hotel suppliers.
Co-ordinate market surveys for fresh food items and flowers.
Analyze market trends to anticipate likely price fluctuations, for the purpose of maintaining inventory either for long or short time periods.
To optimize the carrying cost of operating supplies and inventories, through regular review of minimum/maximum stock levels.
Ensure the market list is completed by the Chef or their designate, by 10:00 a.m and daily ordering executed by 2:00 p.m.
Liaison with the Department Heads, Finance Manager and General Manager in reducing the incidence of last-minute orders. Makes suggestions to management concerning possible improvements in purchasing routines and control procedures which may improve purchasing productivity or lower inventory levels etc.
Liaise with user departments to ensure that requirements regarding quality and service from supplier are being satisfied. Maintains continuous communication with all Departments to understand operational requirements.
Maintain complete familiarity with fire, safety and emergency procedures and ensure staffs are knowledgeable of same.
Maintain the confidential nature of information regarding supplier contracts.
Complete Monthly audit checklists on a timely basis.

Job Requirements:

Diploma / Bachelor in Degree
Previous experience working in a luxury 4 or 5-star hotel environment with minimum 3 years of experience in similar position.
Microsoft Office.
Tech Savvy.
Able to converse in Bahasa and English, additional local language will be an advantage.
Strong problem-solving skill
A team player.
Pro active.
Passion to serve.
Reliable.
Fast learner.
Good communication, presentation and leadership skills.
Good analytical skills and able to make quick and decisive actions.
Good relationship management skills with internal and external guests.
Inquisitive and confidents.
Good planning to executing plan.