Purchasing Manager

DUTIES & RESPONSIBILITIES
1. To manage all purchasing requirements of the Hotel ensuring the Purchasing Policy and Procedure for the hotel is followed and adhered. Any deviations from the policy must be reported to the Financial Controller & General Manager immediately.
2. Establish product specifications with relevant Department Heads.
3. Obtaining three competitive quotes for items greater than VND 200.000 where possible, from qualified suppliers, to minimize cost to the Hotel.
4. Conduct interviews with suppliers, representatives and obtains information, specification, quotations, on any items required and handles subsequent correspondence and negotiates for procurement.
5. Actively encourages networking with other Starwood hotels in the region (where possible) when negotiation supplier contracts for favorable delivery – conditions, price and terms.
6. Pricing of purchase orders and determining appropriate supplier to obtain best quality and price.
7. Select suppliers impartially based upon cost, ability to meet product specifications, efficiency and quality of their operations, delivery on a timely basis as required and ability to source goods locally to avoid lengthy importation delays.
8. Establish and maintain listing of approved suppliers.
9. Posting orders to MC module or equivalent software and producing purchase order for receiver to match against when goods delivered.
10. Placing orders with supplier to ensure timely delivery to satisfy hotel requirements and to trace delivery to ensure operational needs are met.
11. Follow up on outstanding orders and advising operating departments of status.
12. Liaison with suppliers, representatives. Visits the market for pricing information and availability of product.
13. Arranging couriers for goods urgently required – COD deliveries and petty cash.
14. Source items which are unobtainable from regular suppliers.
15. Maintaining food purchasing specifications. Conduct regular inspections of incoming goods for weight, quality and quantity, minimum and maximum stock levels, reordering size, and delivery lead time etc to enable efficient inventory management.
16. Prepare and process import declarations and licenses. Ensure Customs Duty has been paid on time for imported items.
17. Liaisons with government departments such as the Animal and Plant Inspection Office and Hygiene Office to ensure clearance / inspections have been completed.
18. Regularly reviewing contract supplies to ensure prices are still competitive. Maintains competitor knowledge of similar products by regularly surveying price lists of other hotels operation supplies.
19. Analyses market trends to anticipate likely price fluctuations, for the purpose of maintaining inventory either for long or short time periods.
20. In conjunction with Storekeeper and Department heads, optimize the carrying cost of inventory, through regular review of minimum/maximum stock levels. Discounts should not be pursued through volume purchases if it results in stock and par levels being exceeded.
21. Ensure the market list is completed by the Chef or their designate, by 10:00 and daily ordering executed by 14:00.
22. Practice SGSS.
23. Liaison with the Department Heads, Financial Controller and General Manager in reducing the incidence of last minute orders. Makes suggestions to management concerning possible improvements in purchasing routines and control procedures, which would tend to lower purchasing costs, lower inventory levels etc.
24. Liaison with user departments to ensure that requirements regarding quality and service from supplier are adequate. Maintains continuous communication with all Departments to understand operational requirements.
25. Maintain complete familiarity with fire, safety and emergency procedures and ensure all associates are knowledgeable of same.
26. Demonstrate professional attitude and behavior at all times.
27. Maintain personal presentation to hotel and Starwood & Le Meridien standards
28. Abide by the Starwood Care service standard
29. It is not the intention of this Position Description to provide an exhaustive list of job duties. It provides a focal point to the incumbent in the hope that they will develop the job further. From time to time and in line with managerial priorities, it is expected that the incumbent will work as and where directed by management and in line with improving customer.

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