Purchasing Manager

Summary:

Accountable for the complete and overall operations of the Purchasing and Receiving areas. To lead all duties to ordering, procurement, planning, and quality assurance of all food and beverage needs in the hotel. This includes supervising others 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 responsible for rotation and security of all items to keep shrinkage 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

• Responsible for month end inventories.

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

• Is the Property expert and lead with the Clearsky software for day to day operation and training of new leaders and associates.

• Responsible for the receipt, storage, delivery, inspection, accounting, rotation and inventory of all items received from outside vendors and delivered through the loading dock for use of charged as services by the hotel and proper use of Ordering and receiving tool and platforms. i.e. Clearsky, Report Safe, Ascend

• Inspect or ensure the inspection of incoming items against order and specification for correctness, identifying any defects or overage/shortages on order.

• 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.

• Lead Daily Dress rehearsal with team, Weekly White Lodging training and monthly Health and Safety Topics as well as Communication meetings

• 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 that necessary supplies are available when in demand.

• Communicate with Sr. F&B Leadership on daily basis regarding discrepancies, issues, challenges with F&B products and services

• Supervise the efficient and correct transport of requested items to designated locations in the hotel in a safe manner. Communicate any discrepancies with realistic follow up on shortages

• Conduct and/or supervise the inventory of all products and 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 of possession for Local and State Food handling certificates for self and all associates

• Ensure Purchasing/Receiving team maintains organization and cleanliness of all storage areas. All items are rotated, and clearly labelled for rapid disbursement. Ensure policies are created and enforced to manage storage areas in a safe, clean and orderly manner.

• Develop the weekly labor schedule, and monitor and track any attendance violations to the policy during the week using payroll tools and platforms. i.e Unifocus, TM1, Kronos etc…

• Attend and report relevant information at weekly F&B Meeting, Wage Meeting

• Manage staff efficiency to ensure a high level of productivity and maintain appropriate control on labor costs.

• Ensure that the Purchasing/Receiving team work to schedule, punch out for appropriate breaks, and all time above those published in the schedule have approval prior to work additional time.

• Ensure the Purchasing/Receiving team follow all timeclock policies, and punch in and out for time appropriately to ensure the labor and cost control targets are met.

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

• Administer timely and efficient coaching, counsel & discipline in accordance with White Lodging policies

• Train all newly hired Purchasing and Receiving clerks and ensure they have completed their job certification, and are performing all work to standards.

• Ensure that 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

• 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.

• Responsible for buying or approving the acquisition of goods and services needed for Food and Beverage Departments, and any others requests from the hotel where assistance is requested.

• Oversee the acquisition of material and equipment/tools needed to move product throughout he hotel. Ensure all equipment is in good working condition and associates have the tools and supplies to get their work done.

• Forecast quarterly, bi-yearly and yearly needs and assist in the budgeting process where requested.

• 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.

• Interview, hire, train, and evaluate purchasing/receiving team. Develop and grow the team to take on additional roles within the hotel / company as part of our continued growth strategy.

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

• Communication – 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

• Ability to supervise associates

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

EDUCATION/EXPERIENCE

• High School Diploma / GED College degree preferred

• Food Handler Certification

• 3+ Years of purchasing/receiving experience

• 2+ Years Supervisory Experience

• Working knowledge of the hotel/restaurant industry preferred

WORKING CONDITIONS

• Purchasing Manager must interact with subordinates, Kitchen personnel and leadership and subordinates within other departments therefore communication skills are required including speaking, listening and writing. Additionally, significant standing and walking is required in the movement of food and beverage items throughout the hotel and receiving and storing of same items prior to transport to other areas. The totality of tasks can require standing and walking for extended periods of time (up to 4-6 hours).

• Items must be received, sorted, stacked and moved so manual dexterity and fine motor skills are required to grasp small and large items are required in this position. Typing and use of keyboard and computer equipment is a requirement within this role. Additionally, this position requires bending, lifting, stooping, squatting, reaching, overhead lifting, pushing, pulling and lifting of up to 70 lbs. on a regular basis is required to perform this role.

• This position often requires the ability to perform multiple tasks and transactions in a very fast paced environment, and react to changes within that environment; therefore memory and prioritizing skills are essential and used throughout the day. Purchasing Manager additionally is required to use deductive reasoning and math knowledge in order to use and balance multiple types of reports including inventory, reconciliation and hours reports (to name a few).

• Problem solving and interpersonal skills are required in this position to handle interactions between team members, and to assist in solving issues which arise through the shift.

• Vision is required in order to supervise the intake of items, date, label, store and manage the distribution of items throughout the hotel. Creation of, and management of reports and data entry are required in this role.

Location Code: 2558

AUSTIN T

Posted:

12/09/2025

Job Reference #:

2558201T2162