Purchasing Coordinator

Compensation starts at $19.35

Summary:

Assist the overall operations of the Purchasing and Receiving areas. To streamline and create effective duties to ordering, procurement, planning, and quality assurance of all food and beverage needs in the hotel. This includes processes and checklists in the ordering, delivery, storage, accounting, rotation, and inventory of all items specific to food and beverage, and any additional requests made from other departments within the hotel. This position is highly supportive for the rotation and security of all items to keep shrinkage & loss to a minimum.

Responsibilities

Supervise all purchasing, receiving, and storage functions for all Food and beverage products.

Maintain a 95% compliance with the Avendra program

Assist with month end inventories in recording, capturing, and inputting of correct data

Communicate clearly with the Accounting team in order to achieve a problem-free month end process

Is fluent and proficient in the use, creation, and execution (by being the lead) with the Clearsky software for day to day operation and long term training of new leaders and associates

Ensure proper use of property mandated use of ordering and receiving tool and platforms (i.e. Clearsky, Report Safe, Ascend)

Administer established and future policies and procedures for coordinating the requisition of food, beverage, and other materials from departments around the hotel. Accurately record request for order and billing purposes to other departments.

Periodically review PAR's to ensure it remains accurate for the needs for the hotel. Keep the team focused on PAR's for commonly used items within Food and Beverage so necessary supplies are available when in demand.

Ensure reconciliation of book to actual products in storage. Resolve all discrepancies, keeping accurate records of shrinkage and conduct root cause analysis for problem resolution and implement policies and procedures to eliminate reoccurrence.

Ensure policies are created and enforced to manage storage areas in a safe, clean, and orderly manner

Attend and report relevant information at weekly F&B Meeting and Wage Meeting. Take minutes and send to appropriate parties.

Organize and record monthly communication meetings for Purchasing team. Report to appropriate parties.

Develop, recommend, and implement improvements in processes to promote efficiency and faster service with lower costs

Coordinate the training and submission of paperwork for monthly H&S Trainings as set forth by the Director of Loss prevention

Ensure all Purchasing and Receiving clerks work in a safe & secure manner, and in accordance with all safety policies and procedures. Enforce safe work procedures involving materials handling, lifting, and using carts, fork lifts, etc.

Conduct daily stand up meetings, recognizing important topics important to the team, and recognize team and personal achievement of the staff

Complete and timely follow through on associate training, communication, and development. Rex/Raps, Reviews, PCI Compliance, certification, Safe Food Handlers cards, etc.

Generate production reports and inventory transaction updates to keep Executive Chef and Director of Food and Beverage knowledgeable of receiving/purchasing performance

Manage invoices in Report Safe to ensure all are up to date and current

Monitor slow moving and obsolete inventory and make recommendations for disposal and conduct frequent stock checks

Communicate and complete MRO's as required

Ensure appropriate distribution of costs when items are ordered in bulk and should be allocated across departmental lines

Manage vendor relationships and assist in building effective partnerships, serve as the primary point of contact for food and beverage vendors, oversee various procurement contracts for services, and ensure contract/vendor relationships support the success of the hotel

Develop and grow the team to take on additional roles within the hotel/company as part of our continued growth strategy
COMPETENCIES

Other Information

COMPETENCIES

Judgement/Decision Making

Analysis Skills

Integrity

Organization/Planning

Team Builder

Energy

Strategic Skills

Adaptability

Customer Focus

Goal Setting

Inspiring Followership

Accountability

Conceptual Ability

Resourcefulness

Communication - Oral and Written

SKILLS

Strong problem solving skills

Attention to detail

Organization Skills

Ability to communicate effectively in writing and verbally in English in order to converse with vendors and other associates and managers within the hotel

Ability to multi-task in a fast paced environment, with ever changing priorities

Ability to remain calm and collected

Must be able to perform arithmetic calculations

Proficient in Windows Office, Microsoft Office, and POS systems

Proficient in Clearsky Operating system and tools to maximize efficiencies and controls

Ability to write reports, business correspondence, and policy and procedures for departmental efficiency

Time management and prioritization skills

Interpersonal skills using tact, discretion, and courtesy to work effectively with diverse internal and external customers to earn others trust and respect through consistent honesty, professionalism, and ethical integrity in all interactions

EDUCATION/EXPERIENCE

High School Diploma/GED College degree preferred

Food Handler Certification

1+ Years of purchasing/receiving experience an asset

Supervisory Experience an asset

Working knowledge of the hotel/restaurant industry preferred

WORKING CONDITIONS

Significant walking is required in the movement throughout the hotel to other areas. The totality of tasks can require standing, sitting, and walking for extended periods of time (up to 8-10 hours).

Vision is required in order to supervise the intake of items, reports, invoices, and requisitions, and to manage the distribution of items throughout the hotel.

FULL TIME BENEFIT OVERVIEW

Medical, Dental, and Vision

Life Insurance

Employee Assistance Program (EAP)

401(k)

Vacation and Paid Time Off (PTO)

Tuition Reimbursement

Complimentary and Discounted Rooms

Location Code: 2554