Purchasing Officer at Whispering Palms Resort

Details:

• To be fully conversant with current market prices of all items required by Whispering Palms.
• To select suppliers with great care by researching their background, establishing their credentials and their standing in the industry regarding their ability to match price and maintain deliveries.
• To visit supplier’s premises so that the quality of their products can be verified, also gaining visual proof of their operating standards.
• To listen carefully to the sales person to glean as much information as possible, particularly with regard to new products.
• To negotiate the terms of the agreement fairly, bearing in mind the price, quality and continuity of supply.
• To negotiate realistic discounts in terms of the above agreements.
• To maintain good interpersonal relations with suppliers, thus gaining the best possible service from them to the extent where they do a lot of the work for you.
• To ensure that dealings are made with a senior person in the organisation, i.e. one who has the ability to make decisions.
• To ensure that the correct numbers of suppliers are appointed, in that, though streamlined, sufficient options are open, whilst keeping the number of authorised items in check.
• To ascertain the value of new products through quality testing and field trials.
• To maintain up-to-date records of all suppliers, their products and price lists.
• To keep an index of all supplies handled, with appropriate comments.
• To continuously review commodities and suppliers to ensure that the best possible agreements are in operation.
• To investigate supplier problems, take the appropriate action and follow up to ensure no similar problems are experienced.
• To investigate and action account queries promptly, when these are the result of price variances.
• A minimum of three independent genuine quotations must be obtained.
• Establish contracts to ensure reduced pricing for all operating areas of the hotel.
• Receives market list from the Executive Chef on a daily basis and arranges for delivery of those items daily.
• Ensures that all order receiving dates are updated by the buyers according to the suppliers promised delivery dates.
• Ensures that all authorised or approved purchase orders are sent to their respective suppliers/vendors for delivery purposes on a daily basis.
• Ensures & verifies that quotations are regularly updated and supplier’s new current price lists are maintained.
• Ensure the efficient operation of the Purchasing Department in all aspects.
• Research and identify new products and services for the hotel in market.
• Obtains written approval for established Minimum / Maximum stock levels by the financial controller and general manager.
• Checks, explains if needed and approves delivered items discrepancy report issued by cost control regarding price and quantity order variances.
• Approves all addition requests for new storeroom items, checking correct item description, unit, packing, category and establishes Min/Max estimated stock levels.
• Verify the 'pending orders' report on a daily basis, and all pending orders are checked and verified regularly.
• On a daily basis prepare list of to be cancelled orders and sent to accounts for deletion, with appropriate reasons.
• Responsible for physical control of all store items until issued, fully documented under strict control procedures (key control, timing schedule, authorised issue requests).
• Responsible for maintaining logical storeroom inventory levels operationally needed.
• Spot checks storeroom requests if properly maintained, verifies quantity requested and issued, proper items received by signatories & ID availability.
• Spot-checks entered system quotations, period validity, quotes locked by, etc.
• Ensures that the suppliers follow the rules relating to hygiene of goods delivered.

To review and update company buying policies and procedures.

QUALIFICATION

• HND/ OND/ Bachelor's Degree in Business (logistics, accounting, finance)
• Strong analytical and negotiation skills.
• Knowledge of municipal budgeting and accounting principles and practices and required maintenance of records and files.
•  Knowledge of computerized purchasing and inventory systems.
• At least three years’ experience in hotel/ hospitality industry