Purchasing Supervisor

JOB PURPOSE:  Assist and oversee the procurement process for food, beverage, and non-perishable items, ensuring purchases are made at optimal economic value based on business activity. Serve as a key liaison between the resort and supplier representatives to secure goods and services that meet departmental needs. Provide internal departments with the highest level of support and customer service to assist them in their day-to-day operations, ensuring seamless supply chain coordination and contributing to the overall success of the property.

ESSENTIAL JOB FUNCTIONS:

Ensure accuracy and timeliness in Food & Beverage and the non-food receiving, Retail purchasing and receiving and issuing of products to the outlets.

Purchase and maintain par level inventory where applicable.

Appropriately guide the different outlets in the correct direction when it comes to their inquiries regarding vendor deliveries, back ordered items, receiving PO’s in Birch Street and YellowDog.

Oversee and assist when needed with the daily functions of the Purchasing and Receiving department, adhering to proper procedures, and maintaining a clean, safe, and efficient work environment.

Oversee delivery of incoming shipments to all entities as required.

Responsible for proper storing and issuing of all products in the food, beverage and general storeroom under the guidance of the food and beverage purchasing manager.

Stock and store all merchandise received, using the FIFO rotation (First In, First Out).

Assists in dating groceries when necessary.

Keep the storeroom properly organized, and clean by placing merchandise in its proper place as directed.

Responsible for filling general storeroom requisitions.

Assists manager in the inspection of the refrigeration units and brings to his/her attention any deviation from the set temperatures as well as any deterioration of the quality of products.

Follows/adheres to Omni Hotels operating procedures and local health regulations.

Notifies manager of “dead stock” items.

Verifies that no requisitions are left open, inform manager of all “shorts” on requisitions.

Follow closing storeroom procedures, including ensuring all cooler doors are closed; all doors are locked, key tags on the outside door and logbook available.

Assists receiving clerk and shipping & receiving as required.

Monitors vendor ability to provide timely and consistent quality according to established specifications.

Responsible for the supervision, training, and a delegation of work tasks of Receiving Clerks.

Assists in end-of-month inventories.

Assist in the 3rd party accounts payable processing.

Assist in reviewing invoices for proper coding and assign codes as necessary.

Assist in routing invoices for approval and/or processing.

Maintain current filing of all paid vendor invoices and receiving documentation.

Maintain a current status on all open purchase orders.

Review purchase orders for accuracy.

Investigate discrepancies on past due invoices.

Investigate and resolve all outstanding credits.

Maintain current reconciliation of vendor statements.

Prepare month end payable accruals as required.

Perform other purchasing and receiving duties at management's direction

Provide strong customer service to both internal and external clients to ensure that business partnerships are running smoothly and efficiently.

QUALIFICATIONS:

One year of relevant Purchasing/Shipping & Receiving experience.

Supervisory experience required.

Good verbal/written communication skills.

Attention to detail and excellent organizational skills.

Must be able to evaluate and select among alternative course of action quickly and accurately.

Must work well in stressful, high pressure situations.

Must be effective in handling problems in the workplace, including anticipating, preventing, identifying, and solving problems as necessary.

Must be effective at listening to, understanding, and clarifying the concerns and issues raised by co-workers and guests.

Must be able to work with and understand financial information, data, and basic arithmetic functions.

Must remain professional in all situations.

Maintain a professional business appearance, attitude, and performance.

Must be able to work a variety of shifts, including weekends and holidays.

ENVIRONMENT & POSITION ANALYSIS:

Move, bend, lift, and carry objects weighing up to 50 pounds without assistance and 100 pounds with assistance.

Ability to push, pull, and place objects up to 75 pounds without assistance.

Stand, walk, or sit for an extended period or for an entire work shift.

Ability to squat, bend, and reach overhead.

Requires repetitive motion, including utilizing telephone/computer for an extended period or for an entire shift.