Purchase Executive

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Implement sound purchasing policies, systems
and procedures in accordance with Company standards.

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Monitor vendors for quality, service and
price through standard purchasing specifications.

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Obtain competitive quotations for hotel
requirements and ensure that the best product is sourced and purchased.

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Calls for quotations for any items costing
more than a certain amount (As per company policy) and inquire into prices
from various suppliers. 

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A minimum of three independent genuine
quotations must be obtained.

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Establish contracts to ensure reduced
pricing for all operating areas of the hotel.

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Receives market list from the Executive Chef
on a daily basis and arranges for delivery of those items daily.

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Ensures that all orders receiving dates are
updated by the buyers according to the suppliers promised delivery dates.

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Ensures that all authorized or approved
purchase orders are sent to their respective suppliers/vendors for delivery
purposes on a daily basis.

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Ensures & verifies that quotations are
regularly updated and supplier’s new current price lists are maintained.

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Ensure the efficient operation of the
Purchasing Department in all aspects.

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Research and identify new products and
services for the hotel in the market.

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Obtains written approval for established
Minimum / Maximum stock levels by the financial controller and general
manager. 

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Checks, explain if needed and approves
delivered items discrepancy report issued
by cost control regarding price and quantity order variances.

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Approves all additional requests for new
storeroom items, checking correct item description, unit, packing, category
and establishes Min/Max estimated stock levels.

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Verify the 'pending orders' report on a
daily basis, and all pending orders are checked and verified regularly.

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On a daily basis prepare the list of to be
cancelled orders and sent to accounts for deletion, with appropriate reasons.

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Issues regularly slow moving item
lists. Identifies items for standing orders utilizing vendor's logistics
for regular deliveries to the hotel based on approved highly consumed items.

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Ensures validity of items available, force
issue obsolete items and follows up on action taken for disposal.

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Verifies that all documentation and proper
quotations are maintained and filed according to Policy and Procedure
requirements. 

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Approves all storeroom re-order requests,
verifying quantities within the established Min/Max stock levels.

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Responsible for all administrative functions
of the Materials Department, staffing, training and execution of other
related duties. 

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Responsible for all purchasing functions,
quotations, quality and availability.

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Responsible for physical control of all
store items until issued, fully documented under strict control procedures
(key control, timing schedule, authorised issue requests). 

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Responsible for maintaining logical
storeroom inventory levels operationally needed.

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Spot checks storeroom requests if properly
maintained, verifies quantity requested and issued, proper items received by
signatories & ID availability.

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Spot-checks entered system quotations,
period validity quotes locked by, etc.

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Ensures that the suppliers follow the rules
relating to the hygiene of goods delivered.

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Keeps all records in a way that they can be
checked at any time for information or audit purposes.

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Liaison with the Assistant Purchasing
Manager, Purchasing Coordinator, Receiving Agent, Stores Supervisor and
F&B Cost Controller

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Maintains all documents, files and listings
up-to-date and performs his duties in the most efficient manner.

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Willing to work a flexible schedule in order
to accomplish all major responsibilities and tasks