General Information
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Job Description
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, punctual 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.
Job Requirements
[See job description]
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