Purchasing Manager

Purchase and Stores
Job Role:
Purchasing Manager
Department Head, Management
United Arab Emirates (UAE)
Salary Description:
Competitive Salary + Benefits
Two Seasons Hotel & Apartments
Job Ref:
Experience in Hospitality & Dubai Market

Responsible for all purchasing functions, storing and issuing of all stored Food, Beverage, general engineering and operating equipment.

Responsible for all administrative functions of the Materials Department, team, training and fulfilment of other related duties.
1.2 Responsible for all purchasing functions, quotations, quality and availability.
1.3 Responsible for physical control of all store items until issued, fully documented under strict control procedures (key control, timing schedule, authorised issue requests).
1.4 Responsible for maintaining logical storeroom inventory levels operationally needed.
1.5 Responsible for overall hygiene, fire & safety, proper storing arrangement, cleanliness of storerooms and freezers according to Hotel, Local and International Standards.
1.6 Reports and updates management & department heads on pending items, new procedures, system difficulties and other related matters.
1.7 Identifies and recommends new products available in the market.
1.8 Obtains written approval for established Min/Max stock levels by the Financial Controller and General Manager.
1.9 Conduct monthly market survey to identify new products in the market as well as compare current prices with market level.
1.10 Always negotiate AMC for all properties , using one supplier to benefit from purchase power.
1.11 Monitor operation departments volume consumption and establish systems to regulate activities.
1.12 Conduct audit reviews every quarter.
1.13 Issues regularly slow moving item lists. Ensures validity of items available, force issue obsolete items and follows up on action taken for disposal.
1.14Approves all storeroom re-order requests, verifying quantities within the established Min/Max stock levels.
1.15 Allocates responsible buyers (including self) for storerooms & direct purchase requests including market lists for all system received orders.
1.16 Authorizes all purchase requests allocated by buyers after checking quotations validity (minimum three whenever possible for non-agency products), last price paid, proper units, and quality/brand verification.
1.17 Ensures that proper description and specification of direct items data is clear and meaningful to all management authorization levels
Ensures that proper explanation is attached (message) to purchase requests for location needed, quantity and reason for the purchase of the ordered item.
1.20 Ensures that all order receiving dates are updated by the buyers according to the suppliers promised delivery dates.
1.21 Ensures that all authorized/approved purchase orders are sent to their respective suppliers/vendors for delivery purposes on a daily basis.
1.22 Ensures & verifies that quotations are regularly updated and supplier’s new current price lists are maintained (mainly storeroom/market list items).
1.23 Checks, explains if needed and approves delivered items discrepancy report issued by cost control regarding price and quantity order variances.
1.24 Checks, verifies and approves storeroom physical inventory discrepancy report issued by cost control upon completion of cycle / full storeroom inventory.
1.25 Approves all addition requests for new storeroom items, checking correct item description, unit, packing, category and establishes Min/Max estimated stock levels.
1.26 Holds internal departmental meetings regularly to discuss problems, difficulties, maintain relation, improve standards and elevate services.
1.27 Spot checks storeroom requests if properly maintained, verifies quantity requested and issued, proper items received by signatories & ID availability.
1.28 Spot-checks entered system quotations, period validity, quotes locked by, etc…
1.29 Reviews quarterly Min/Max stock levels and updates accordingly.
1.30 Identifies items for standing orders utilising vendors’ logistics for regular deliveries to the hotel based on approved highly consumed items.
1.31 Ensures hotel utilization of all Gloria signed contracts for prices & standard benefits.
1.32 Updates regularly suppliers contact information.
1.33 Ensures that FF&E forms are properly completed by concerned departments, serial numbered, quotation attached and prior management approval obtained before data being created in the system.
1.34 Ensures and regulates printed items re-orders through concerned departments while enforcing all collateral Gloria printing standards.
1.35 Ensures that through “order pending report” function, all pending orders are checked and verified regularly, list of to be cancelled orders is prepared and sent to accounts for deletion, stating reasons (not available, wrong supplier, price variance, partial delivery, etc…..).
1.36 Maintains proper filing system of all property signed contracts related to operation, follow up renewals, introduces new qualified vendors for renegotiation purposes and price verification.
1.37 Performs other related duties and responsibilities as and when assigned by the management.

2. General Responsibilities
2.1 To promote efficiency, confidence, courtesy and an extremely high standard of social skills.
2.2 To generally promote and ensure good inter-departmental relations.
2.3 To display a pleasant manner and positive attitude at all times and to promote a good company image to guests and colleagues.
2.4 To demonstrate pride in the workplace and personal appearance at all times when representing the hotel thus identifying a high level of commitment.
2.5 To adhere to Company and Hotel rules and regulations at all times.
3. Occasional Responsibilities
3.1 To report any equipment failures/problems to the Maintenance Department.
3.2 To pass any maintenance requests to the Maintenance Department.
3.3 To participate in any Training/Developments schemes as recommended by senior management.
3.4 To assist the Duty Manager in any task outlined/detailed by him/her.
3.5 To comply with any reasonable request made by management to the best of your ability.

Legal Responsibilities
4.1 To ensure that the standards required by Law and by Management are maintained at all times in the areas specified above.

Contact Details:
Two Seasons Hotel & Apartments
Tel: 026444739
Contact: HR Department

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