Position Overview:
The Purchasing Manager and Cost Controller is responsible for scheduling and organizing purchasing strategies in line with organization, objectives, monitor the procurement process. The individual coordinates the work order contracting process and ensure adherence to Capella Hotel Group (CHG) as well as the local policies and is responsible for providing cost accounting support for hotel operations, as well as oversee daily operations of store, receiving to ensure hotel operation to run in smoothly manner under any circumstances.
The Role:
Purchasing and Cost Control
- Ensure that all orders purchased are in accordance with hotel policies
- To ensure close liaison and co-ordination with all Departments for meeting their needs
- To ensure timely supply of goods for various departments keeping in mind the "lead time" required for procurement
- To process and monitor delivery for Purchase Requisition, Purchase Order, regular supplies and perishable products for kitchen
- Ensure that all items received by the Hotel are properly documented in accordance with the hotel procedure
- To constantly obtain goods at a competitive price without sacrificing the desired quality standard
- To maintain proper planning and control SCM system
- To keep up to date on the purchasing function and market situation and seek new sources or better prices on a continuous basis, focusing on key products
- To ensure conformity to standards and specifications of goods as required by the Management
- Evaluate quotations when necessary and ensures best quality in accordance with hotel specifications
- Accommodate any internal and external audit request
- Carry out comparison of the quotations
- Ensure that colleague issued goods based on First In First Out (FIFO)
- Ensure that slow moving items and items near expiry dates are monitored
- Establish and maintain par stocks on all inventoried items, keeping in mind that inventory levels must be kept as low as possible without compromising the efficiency of the hotel
- Conduct frequent spot check to ensure that the purchasing & receiving colleagues are following the hotel policies and procedures
- Ensure that colleagues to process all issue requests that are properly completed and approved before items are issued
- Ensure that receiving received goods based on exact weight and specifications order in the Purchase Order
- Co-ordinate and participate as necessary in all month end inventories of food and beverages.
- Oversee a team of purchasing and receiving ensure smooth operations that meet operations requirements
- Ensure that the Receiving colleague match received invoices with Purchase Order and handover to Account Payable daily
- Ensure that inventory is securely stored and that all physical movement is tracked and accounted for
- Update daily food cost report for chef knowledge of monitoring the food cost to in line with budgeted cost %
- Update Beverage costing worksheet for all the Food & Beverage outlets.
- Create article for new items upon Purchasing receive quotations, setting appropriate unit size for it
- Attend to all invoice related issues such as CTCs invoices, wrong invoice no. forward down by Account Payable
- Issue Goods Return Note to supplier and follow up on the credit note upon goods returned to supplier due to valid reason
- Create inventory template and send notification email to users on the inventory schedule, closure of store & issuing timing
- Print out the hard copy count sheet by respective outlets and distribute to users on a day before inventory conducted
- Perform monthly store inventory; check and rectify with users on the stock level after physical inventory conducted
- Tabulate C7 transfer summary and submitted to Finance for closing.
- Email the outlets beverage cost report for comparison view.
- Analyze on the reason of high cost, provide necessary reports and supporting documents
- Review of the store slow moving items and highlighted to Chef/ F&B to propose of moving out from store for more effective manning
- Complete any other projects, tasks or activities as assigned from time to time
Manage Team
- Review talent capability and develop high potential colleagues for the department
- Identify training needs of the department and implement a training plan in conjunction with the department heads to close gaps
- Support and actively participate in the planning and execution of the hotel's overall staff development and retention efforts
- Be involved in career progression and succession planning of colleagues
Talent Profile:
- Diploma in Supply Chain Management or a relevant related field
- At least 5 years' relevant purchasing and cost control experience in the hotel industry
- Prior experience in managing a team
- Familiar with SCM, and other basic computer related applications in the hotel industry
