OVERVIEW OF RESPONSIBILITIES:
The Purchasing Assistant is responsible for doing inventories according to the schedules, cost control of food and beverage, and ordering of beverages. He or she assists in preserving and increasing the profitability of the Food & Beverage Department by providing timely management information and controls. He or she is also responsible for ensuring all goods received correspond to the quantities, prices and quality ordered issuance of all food, beverage, operations supplies and equipment and for the physical control of above-mentioned goods until properly issued from the Stores to the operation.
1. HIERARCHICAL COMPETENCIES:
1.1. Reports to the Director of Purchasing and to the Controller or to the Assistant Controllers in case if the Controller’s absence. In terms of food and beverage cost control reports to the F&B Director.
1.2. Ensures timely notification product delivery to interested parties.
1.3. Makes recommendations and suggestions of improvements and cost savings to the Director of Purchasing, Controller, F&B Director or Managing Director.
1.4. Responsible for the proper issuance of all merchandise.
1.5. Coordinates the food and beverage inventory process.
1.6. Prepares food and beverage cost reconciliations and cost reports
2. MINIMUM REQUIREMENTS:
2.1. Working hours : The Purchasing Assistant will work as scheduled by the Purchasing Director. 8 Hours from 8 am to 4:30 pm with some variances based on guest events or monthly inventories. Mandatory, p unctual and reliable.
2.2. Language: The Purchasing Assistant is required to speak English (with fluency in other languages preferred).
2.3. Education/Experience: The minimum education is a high school degree (or equivalency) and at least 1 year of experience in hotel/restaurant operations preferred.
2.4. Conduct: Able to follow directions effectively and efficiently. Must maintain professional courtesy with vendors and hotel staff, despite pressures of the position. Must have a high degree of professional integrity, and be able to work safely, effectively and efficiently.
2.5. Abilities: Must have basic mathematical skills and knowledge of computer data entry is preferred. Organizational skills are required to keep records, inventories and storerooms in proper order. Must be able to lift heavy objects, transporting supplies as needed. Knowledge of general business systems (i.e. Lotus Notes, Word, Excel, Any Purchasing system), Property Management and Point of Sale Systems (i.e. Micros) is preferred.
2.6. Uniform: Clothing should be functional and comfortable, yet clean and well maintained.
2.7. Lifting: Able to perform the physical tasks of the job. This position requires heavy lifting up to 70 lbs and pushing heavy carts up to 300 lbs.
3. CORE COMPETENCIES:
3.1. Receives, controls and secures the proper storage of supplies received in a timely fashion. Contacts appropriate department manager to ensure supplies are moved to correct storage area. Pack, unpack, count, weigh and measure materials, supplies and equipment upon receipt.
3.2. Compares delivery slips with the invoices and with the approved purchase orders
3.3. Updates purchasing log to reflect delivered items.
3.4. Assists inputting invoices in the inventory system if computerized.
3.5. Verifies merchandise received corresponds to the quantities and quality ordered.
3.6. Applies the receiving stamp on delivery notes and invoices. Prepares a “goods received without packing slip” if warranted.
3.7. Ensures the prompt removal of received merchandise from the receiving area.
3.8. Checks the unit prices and the accuracy of additions and extensions in the delivery slips and invoices.
3.9. Notifies recipients in the event merchandise was not accepted, delivered short or late.
3.10. Prepares credit memo for returned items or short deliveries.
3.11. Responsible for proper storage of all food, beverage, supplies and operating equipment until these are issued to the operation.
3.12. Maintains minimum and maximum stocks.
3.13. Issues supplies based on first-in first-out system.
3.14. Monitors expiration dates and avoids spoilage.
3.15. Schedules and conducts monthly inventories and forwards the required reports to the Accounting Department within the set time frame. Reports par variances to Controller and F&B Director.
3.16. Ensures the value of inventory for beverage and food is correctly stated
3.17. Ensures storerooms are always neat, clean and well organized.
3.18. Inventories assigned areas as requested by Director of Purchasing or Controller.
3.19. Ensures the storerooms are clean and properly locked in order to avoid pilferage.
3.20. Reports and justifies discrepancies in the storerooms.
3.21. Prepares and distributes F&B spoilage, breakage and cost transfer reports.
3.22. Processes Food, Beverage and Miscellaneous Invoices
3.23. Verifies Food and Beverage Revenues from prior business day’s Point of Sale System control reports.
3.24. Spot-checks the outlets during working hours on a weekly basis. Spot-checks the outlets in the evenings and early morning at least once a week. Reports observations and discrepancies.
3.25. Maintains perpetual (theoretical) inventory for all beverage items, including receipts issues and house functions.
3.26. Verifies reports, statements, inventories, invoices, etc., in accordance to instructions received from the Controller.
3.27. Reconciles purchases in Accounts Payable against receiving report.
3.28. Ability to handle and dispose of recycled items .
3.29. Demonstrate teamwork by cooperating and assisting staff as needed.
3.30. Handle difficult situations effectively.
3.31. In all situations demonstrate Character, Courtesy, Calm and Charm.
4. APPROPRIATE MANUAL/POLICY AND PROCEDURES:
4.1. Financial Controller’s Manual:
4.1.1. Inventory (Section 17)
4.1.2. Purchasing (Section 23)
4.2. Emergency Plan.