Manager Purchasing

3 months ago

Orlando, United States Lake Nona Wave Hotel Full time
Overview

The Purchasing Manager is responsible for the effective management of procurement activities leading to delivering products to the hotel on time and on budget, utilizing specific technical expertise and recognized practices. This role is responsible for managing the flow of goods, resources, to provide procurement services for the planning, procurement, and payment processing activities associated with the purchase of hotel goods. You will negotiate contracts with suppliers to ensure that critical hotel operations run effectively.

Additional duties include cost estimating, cost management/value engineering, development of procurement RFPs, evaluation of proposals, bidding and price negotiation with vendors, and management of multiple departments, budgets, and schedules. This role must adhere to department standards, product brand standards, company policy, and established SOPs.

At CoralTree Hospitality, we're committed to enriching your career and life experiences through unparalleled benefits that support your personal and professional growth. Joining the CoralTree team means gaining access to an exceptional benefits package designed with you in mind. Join us and discover a workplace where your contributions are valued and rewarded every day.
  • Explore Freely: Immerse yourself in our Team Member Travel Program, where you'll enjoy complimentary and discounted stays at CoralTree Hospitality properties, allowing you to explore new destinations effortlessly.
  • Share the Experience: Enjoy UNLIMITED Friends and Family discounted rates, creating unforgettable memories together.
  • Comprehensive Health Coverage: Take charge of your well-being through our pre-tax flexible benefit plan, covering healthcare and dependent care expenses, tailored to your needs. Our comprehensive medical, dental, vision, life, and disability benefits, including pet insurance ensures peace of mind for you, your family, and your furry companions.
  • Build for the Future: Plan for tomorrow with our 401(k) plan, complete with a company match, empowering you to build financial security.
  • Support When You Need It: Navigate life's challenges with confidence through our Employee Assistance Program, providing support when you need it most.
  • Enriched Lifestyle: Enjoy a balanced lifestyle with paid vacation, sick days, and holidays, giving you time to recharge and celebrate with loved ones.
  • Exclusive Discounts: Access team member discounts from top industry brands in travel, entertainment, and retail, including Apple, Live Nation, Samsung, Hertz, and more, making every day a little more extraordinary.
As a member of the Lake Nona Wave Hotel team, you'll also benefit from:
  • Enhanced Wellness: Benefit from special rates at the Lake Nona Performance Club, enhancing your wellness journey.
  • Culinary Delights: Indulge in discounts at Tavistock Group Restaurants, savoring culinary experiences at exceptional value.
  • Complimentary, Convenience, and Comfort: Receive team member meals, uniforms, and parking, ensuring convenience and comfort during your workday.
Responsibilities

This position will assist the team to achieve all financial goals and objectives and meet established service standards.
  • Negotiate purchases of goods and/or services on behalf of the hotel, as directed.
  • Responsible for all storeroom operations including inspecting, storing, and distributing merchandise, storeroom organization, inventory, and maintenance.
  • The ideal person for this position will have experience and a passion for working in a Food & Beverage intensive purchasing environment.
  • This person will have experience with Food Buying/Receiving within a luxury hotel/restaurant environment.
  • The candidate must be a balanced leader with an ability to plan and execute proactively while being able to promptly address daily issues.
  • Integrity, dependability, accuracy, and professional communication is vital to this fast-paced dynamic department.
Responsibilities:
  • Manage procedures and oversee purchasing and storerooms operations.
  • Manage the existing budgets/forecasts effectively and work with the operations team to achieve monthly financial goals.
  • Administer the purchasing system by assisting departments in processing electronic and manual purchase requisitions daily.
  • Ensure the integrity of the purchasing system; ensure that the database is accurately maintained and up-to date including maintenance and usage of departmental check book system by all operating departments.
  • Oversee the effective management of inventory and storerooms, ensuring all related collaborative operating policies and procedures are maintained and adhered to and report deficiencies promptly.
  • Oversee the receiving process of goods entering the hotel ensuring all related collaborative operating policies and procedures are adhered to and reporting deficiencies promptly.
  • Maintain positive relations with key suppliers and vendors, including regular reviews of our vendor compliance program.
  • Ensure vendor/supplier compliance with site and company requirements for safety and security.
  • Maintain oversight of where purchases can be made using Avendra approved vendors to maximize our rebate potential.
  • Collaborate with the accounts payable team to ensure accurate and timely payment of invoices.
  • Assist departments in sourcing new vendors and suppliers to determine adequate product availability and obtain the most favorable prices and terms.
  • Manage the addition of new suppliers into the purchasing system, ensuring all required documentation is provided. Update prices in the catalog and ensure prices are always current.
  • Negotiate prices, delivery schedules and freight terms as well as contracts with vendors.
  • Review inventory levels as required to determine stock on hand is adequate and determine inventory level adjustments if needed.
  • Supervise, train and motivate all purchasing department employees and thoroughly understand all of their duties and responsibilities.
  • Ensure that this position works closely with all operating departments to purchase the highest quality product while constantly searching for the lowest price.
  • Ensure that all purchase order requests are properly completed and approved before a purchase order is prepared and the items are purchased.
  • Supervise the day-to-day functions of purchasing.
  • Negotiate food prices, place daily food orders based on requirements, and ensure prompt delivery as requested within the prescribed receiving hours.
  • Place weekly liquor, beer and wine orders as required in collaboration with FB leadership.
  • Generate purchase orders (or equivalent) on approved requisitions and obtain authorization from the Financial Controller and General Manager prior to processing these orders.
  • Assist management with obtaining competitive price quotations and confirm product availability.
  • Provide the Financial Controller with a monthly summary of outstanding purchase orders for goods and services received but not yet invoiced prior to month-end as detailed in the Policy & Procedure Manual.
  • Participate and supervise the monthly or quarterly count of food and beverage inventories as well as with the quarterly count of operating equipment, according to company policy.
  • Ensure that there are sufficient expendable operating supplies on hand for each department by coordinating regular inventories with the storeroom personnel and /or department heads.
  • Distribute a copy of the purchase orders to the receiving department, if this process is not electronic, to ensure accurate receiving and distribution of goods.
  • Assist the accounts payable team in researching any discrepancies on invoices.
  • Ensure that all storage areas are secure, clean and properly organized.
  • 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 operating units.
  • Coordinate the corporate annual operating equipment and supply (OS&E) requirements with the company's purchasing agent and the appropriate hotel department heads.
  • Conduct frequent quality control audits to ensure staff is properly trained and following established procedures.
  • Coordinate and participate as necessary in all month-end or quarterly inventories.
  • Perform any additional duties as assigned by the Director of Finance.
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Qualifications

This person will have experience with Food Buying/Receiving within a luxury hotel/restaurant environment.

The candidate must be a balanced leader with an ability to plan and execute proactively while being able to promptly address daily issues. Integrity, dependability, accuracy, and professional communication is vital to this fast-paced dynamic department.
  • Bachelor's degree in Supply Chain Management preferred. Degree in business administration or hospitality management is also acceptable.
  • 5 years prior Purchasing management experience preferred.
  • Experience managing a high volume of vendors.
  • Accounting knowledge is a plus.
  • Food Handler's certification
  • Strong PC skills including Excel, Word, Avendra and financial accounting systems.
  • Excellent attention to detail; high standards; strong time management skills; decision making and problem-solving skills; planning, prioritizing, & goal setting; negotiation skills; and critical thinking through complex technological configurations.
  • Strong organizational, analytical, verbal, and written communication skills.

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