Purchasing Assistant at Ibis

Overview of Duties

To assist in effectively managing all stores, ensuring inventory supplies are sufficient to meet the Hotel operational requirements and that all transactions are accurately recorded on a timely basis. 

Main Responsibilities

• Assist with re-ordering & receiving
• Conduct a periodic review of stock levels and initiate purchase requisitions following departmental policies and procedures.
• Maintain Par level; re-order level, maximum and minimum stock level of all items.
• Maintain proper supplies in Keg rooms (gas, post mix etc) at all times including maintenance of beer lines.
• Adhere to purchasing procedures as detailed in the department’s policies and procedures manual.
• All goods are correctly received and accounted for in accordance with the quantity and quality stated in the purchase orders; and properly stored on FIFO basis.
• Responsible for the prompt distribution of goods to sub-stores or user departments.
• All goods returned to suppliers are properly authorised and accounted for.
• Ensure correct documentation is completed for all goods entering and leaving the stores. All stores’ movements are accurately recorded through the inventory system on a daily basis.
• Monitor expiry dates for products in stores. All expired items in store should either be returned to the supplier or destroyed.
• Responsible for the cleanliness, hygiene schedule and neat arrangement of stores and proper storage of goods.
• Responsible for the maintenance and security of all storage areas to prevent losses through environmental damage and pilfering.
• Conduct random inventory of certain fast moving/ high value items in main store once a week.
• Assist in coordinating the monthly stock take with appropriate Department Managers. 

Qualifications

• Proven work experience as in a similar role in a luxury hotel
• Good knowledge of vendor sourcing practices (researching, evaluating, and liaising with vendors)
• Hands-on experience with purchasing software, materials control
• Understanding of supply chain procedures
• Solid analytical skills, with the ability to create financial reports and conduct cost analyses
• Negotiation skills