FR1039 - Administrative Assistant Economat Procurement

Experience

• Proficiency in English; French is a plus
• Politeness, good organizational skills, reliability, and attention to detail
• Flexibility and honesty
• Experience in a similar position is valued
• Strong computer skills
• Management/supervisory experience
• Knowledge of health standards and HACCP required

Skills & Knowledge

• Ability to work with people at all levels in the organization, supporting teamwork
• Strong communication skills, both verbal and written
• Excellent organizational skills with the ability to plan, organize, and analyze to achieve successful results
• Strong analytical and problem-solving skills
• Positive attitude
• Ability to handle multiple tasks and priorities, proactive in planning with the team to understand daily priorities, resources, and goals

Education

• Desirable: Book-keeping or accounting background

ESSENTIAL FUNCTIONS

General Responsibilities

• Ensure all items from vendors are accurately and timely posted into Birchstreet as required by the business.
• Conduct price studies independently.
• Prepare and fill reports needed by Procurement or Accounting.
• Communicate effectively with vendors and the Operations Team to gather information.
• Provide reporting information and supporting documentation as needed by the business.
• Assist and support the Operations, Procurement, and Accounting Teams.
• Assist in developing and monitoring key internal controls to ensure adherence to management policies and procedures.

Function and Responsibilities

• Inventory goods and products and manage stock.
• Anticipate and reorder products before stock runs out.
• Request quotes from suppliers.
• Maintain relationships with colleagues to understand their needs and priorities.
• Monitor compliance with the allocated procurement budget.
• Ensure timely delivery.
• Control the quantity and quality of products, food items, and other goods.
• Distribute products in F&B services.
• Keep records of orders.
• Maintain regular presence according to MVW standards, based on hotel needs.
• Maintain high standards of presentation and dress, including wearing a uniform and badge.
• Comply with MVW standards and regulations to ensure a safe and efficient work environment.
• Use existing programs for invoice transmission and daily/periodic maintenance of supply costs.
• Maintain an up-to-date entry control log.
• Report to the manager in case of purchasing process issues.
• Check receipt invoices against orders to ensure quality, weight, and specifications.
• Enforce the First-in/First-out procedure to ensure proper rotation of perishable goods.
• Conduct end-of-period inventories according to Food and Beverage and accounting SOP standards.
• Carry out or delegate daily administrative, organizational, and health tasks.

Inventory Management

• Receiving Deliveries: Check and sign for deliveries, ensuring received goods match purchase orders.
• Inspecting Goods: Examine deliveries for damage or discrepancies and report any issues.
• Storing Items: Organize and store received goods, ensuring proper labeling for easy access.
• Condition of Stores: Implement and control access to stores.
• Inventory Tracking: Maintain accurate records of inventory levels, enter data into inventory management systems, and perform regular stock checks.

Stock Control

• Replenishing Supplies: Monitor stock levels and reorder necessary items before they run out.
• Issuing Supplies: Dispense supplies to hotel departments as requested and record transactions.
• Managing Stock Rotation: Implement first-in, first-out (FIFO) procedures to minimize waste and ensure freshness of perishable items.

Documentation and Reporting

• Maintaining Records: Keep detailed records of all transactions, including receipts, issuance, and transfers of inventory.
• Reporting: Prepare inventory reports for management, highlighting issues like low stock levels, discrepancies, or potential improvements.

Organization and Cleanliness

• Organizing the Storeroom: Keep the storeroom clean, organized, and free of hazards.
• Labeling: Ensure all items are clearly labeled with accurate descriptions, dates, and stock levels.

Coordination and Communication

• Liaising with Suppliers: Communicate with suppliers regarding orders, deliveries, and any issues.
• Coordinating with Departments: Work closely with other hotel departments to understand their inventory needs and ensure timely provision of supplies.

Compliance and Safety

• Following Procedures: Adhere to hotel policies and procedures regarding inventory management and storage.
• Health and Safety Compliance: Ensure all storage practices comply with health and safety regulations and MVW policies, particularly for food and hazardous materials.

Miscellaneous Duties

• Assisting with Audits: Participate in periodic inventory audits and assist auditors with necessary information.
• Training Staff: Train new or junior staff on storeroom procedures and inventory management systems.

EMPLOYEE RESPONSIBILITIES AND EXPECTATIONS

• Safety Standards: Enforce safety standards at all times to ensure a safe working environment. Department Meetings: Attend department meetings regularly.
• Issue Reporting: Inform the manager promptly of any delicate or sensitive issues.
• Break Times: Respect required break times.
• Work Schedule: Be able to work any time slot, including weekends and holidays.
• Resort Practices and Procedures: Adhere to resort practices and internal procedures.
• Presentation Standards: Ensure appropriate clothing style and comply with MVW presentation standards.
• Daily Training: Attend and facilitate the '15-Minutes Training' daily.
• Performance Standards: Apply the 25 Performance Standards daily.
• Communication: Develop and maintain positive communication with colleagues, managers, and other hotel departments.
• Flexibility: Be flexible to assist other departments as needed, subject to manager approval.
• Request Handling: Forward all requests to the appropriate department or individual promptly.
• Additional Tasks: Perform any other tasks as requested to support the smooth operation of the resort.

Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.