The position is responsible for ensuring the smooth operation of daily purchasing of F&B as well as General Supplies across the hotel which includes sourcing of requests at the most competitive pricings and the right vendors.
Primary Responsibilities
The main responsibilities and tasks of this position are as listed below, but not limited to these:
Manage Daily Purchasing Functions
- Receives Market List from the Executive Chef and processing the Market List ordering on daily basis.
- Ensures approved purchase requisitions are timely with the creation of Purchase Orders for F&B Supplies / Stewarding Supplies / Housekeeping Supplies and other General Supplies.
- Reconciles Purchase Orders and Invoices to ensure prices and quantities are correct with Suppliers.
- Follows up closely on outstanding Purchase Orders that are long overdue and if needed for cancellation.
- Verifies that all documentation and proper quotations are maintained and filed according to Policy and Procedure requirements.
- Review pricings and process for all purchases across hotel.
- Collaborate with relevant departments to plan stock requirements and work out strategy to reduce out of stock situation and contingency plan.
- Ensure the creation of Article Codes/Price Quote and Vendors details are updated accordingly in the system and assist if needed.
- Response swiftly to feedbacks/complaints/ no stock situation etc (from end users/suppliers/guest).
- Attend & Response swiftly to complaints and feedback from end users on purchases and to take appropriate actions with suppliers that provide these products which do not meet the desired quality.
- Request for Quotations as well as samples for evaluation.
- Handle RFQ as well as RFP exercises for all categories of Supplies including Services.
- Assist in report analysis in preparation for new work stream.
- Assist in Contracting process.
- Ensure forms and documents are properly filled & filed for all Purchasing processes.
- Maintains and keeps track of all contract/RFP/RFQ documentations for audit control.
- Effectively source for suppliers and to obtain the best possible quote from the suppliers for all items, without compromising on minimum quality and standards.
- Negotiate with selected suppliers and obtain competitive quotations.
- Follow-up with suppliers with regards to no stock situation and deliveries status.
Price Comparison Summary
- Tabulating of Price Summary and recommendation of award for various work streams that are assign to.
- Recommend the award items for Assistant Director of Procurement, Executive Chef and Director of Finance & Business Support review and approval.
- Preparing and send out the Letter of Award.
New Vendors & Article Code Creation
- To obtain documentation e.g Supplier Evaluation, Bizfile (applicable for Food and Non-Food supplier) for new Vendor Creation for Director of Finance and Business Support and Assistant Director of Procurement鈥檚 approval, and Supplier Questionnaire (applicable for Food & Beverage鈥檚 supplier only) and approved by Director of Food Safety, Executive Chef, Director of Food & Beverage, and Assistant Director of Procurement.
- To raise new Supplier Creation Form / Supplier Date Change Form for Director of Finance and Business Support approval.
- To raise new Article Code Creation Form / Article Amendment Form for Assistant Director of Procurement approval.
- Creation of Article Codes/Price Codes and Vendors details are updated accordingly in the system
Others
- To carry out any other duties and responsibilities that may be assigned by the Assistant Director of Procurement or Assistant Purchasing Manager.
- Monitors all contract expiration dates and update the main data file.
- Handles RFQ and RFP exercises for all categories of Supplies including Capex, General Supplies and Services purchases.
Sourcing & Supplier Management
- Assist in identifying and evaluating potential suppliers.
- Negotiate terms and pricing agreements with suppliers to ensure cost-effectiveness and quality.
- Maintain relationships with existing suppliers and continuously seek opportunities for improvement.
- Monitor supplier performance and address any issues or concerns promptly.
- Ensure all Accor requirements for vendor onboarding is in place.
- Response to queries from end users/suppliers with regards to no stock situation.
- Source for suppliers for Purchase Requests that are new.
Food Safety Management
- Manages and request for formal documentations from Suppliers in compliance to HACCP standards of the hotels inclusive of HALAL certification.
- Responses swiftly to feedbacks / complaints (from end users / suppliers / guest in accordance to HACCP Procedures).
- Tracks and monitors all expiration date of licenses as well as organization certification for all Suppliers that are partner with the hotel. Arranges with Suppliers for site audit inspection as and when needed by Director of Finance & Business Support, Assistant Director of Procurement as well as Director of Food Safety.
- Ensures Corrective Action Report are sent out immediately to Suppliers should a complaints raised by Food Safety.
- Ensures substitution of supplies are replace immediately for operation use.
- Ensures Suppliers that works with the hotels are Food Safety compliances.
- Ensures Suppliers that SFA approved Vendors that met the grade criteria.
- Ensures all licenses and certificates are approved by authorities are valid.
Cost Management
- Assist in developing and implementing cost-saving initiatives without compromising quality or service.
- Analyze spending patterns and identify areas for potential savings or optimization
Compliance And Documentation
- Ensure compliance with relevant laws, regulations, and company policies in all purchasing activities.
- Maintain accurate records of purchasing transactions, contracts, and supplier agreements.
- Assist in conducting periodic reviews and audits to ensure adherence to purchasing policies and procedures.
Cross-Functional Collaboration
- Work closely with various departments and business units including Operations, Receiving and Finance to understand their needs and priorities.
- Collaborate with stakeholders to develop purchasing strategies that support the hotel's overall objectives.
- Communicate effectively with internal teams to provide updates, gather feedback, and address concerns related to purchasing.