Procurement & Cost Control Manager

JOB SUMMARY

All hotel purchasing activities include ordering, receiving, storing, and distributing goods in line with brand standards and operating procedures. Maintains an approved vendor list to ensure quality and value. Manages all major Food, Beverage, and Retail inventories, ensuring accurate controls and consistent stock levels. Monitors costs, analyzes consumption, supports month-end inventory processes, and drives cost-efficient operations without compromising guest experience.

Education and Experience

• Associate’s degree and at least 3 years of related experience; or a bachelor’s degree and at least 1 year of related experience; or, at least 5 years of progressive experience in hotel accounting, Purchasing or a related field.
• Supervisory experience required.
• Must be able to convey information and ideas clearly. Must be able to evaluate and select among alternative courses of action quickly and accurately.
• Must be effective in handling problems in the workplace, including anticipating, preventing, identifying, and solving  problems as necessary.
• Must have the ability to assimilate complex information, data, etc. from disparate sources and consider, adjust, or modify to meet the constraints of the need.
• Must be effective at listening to, understanding, clarifying and resolving the concerns and issues raised by co-workers and guests.
• Must be able to work with and understand financial information and data, and basic arithmetic functions.
• Demonstrated experience with key operational and financial systems, including POS platforms and Microsoft Office tools, supporting procurement, financial reporting, and operational efficiency; experience with BirchStreet, Coupa and POS is considered a plus.

CORE WORK ACTIVITIES
Managing Work, Projects, and Policies, and Standards for Purchasing Across Departments

• Generates and provides accurate and timely results in the form of reports, presentations, etc.
• Compiles, codes, categories, calculations, tabulates, audits, or verify information or data.
• Assures sanitation compliance.
• Assists all the department Head in all aspects of purchasing (e.g., Food, Beverage and Controllable) to ensure quality and profitability.
• Orders for all food and beverages based on business needs.
• Assists Executive Chef and Director of F&B in maintaining/lower budgeted food, beverage and/controllable costs.
• Delegates and enforces first in/first out inventory rotation for all storeroom products.
• Maintains sanitation and safety standards as specified in the brand guidelines.
• Ensure that proper safeguards are in effect for the security of the food and beverage storeroom assets.
• Enforces item use-up with storeroom personnel and kitchen management to keep inventory at lowest level possible levels.
• Communicates with kitchen, restaurant management and vendors to ensure timing of deliveries satisfies advanced food production needs.
• Checks invoice on goods received against shipment to ensure quantity, quality, weights and purchase specifications are as ordered.
• Uses existing computer programs to perform daily and month-end food and beverage costs.
• Maintains inventory controls for proper levels, dating, rotation, requisitions, etc.
• Completes administrative tasks on a timely basis (e.g., C-7s, menu costing, general office duties).
• Completes month-end inventory according to Food and Beverage and Accounting standard operation procedures.
• Calculates figures for food and beverage inventory.
• Ensuring that price and product availability issues are communicated as needed to all the relevant HOD’s.
• Receives and inspects all deliveries as this role.
• Maintains an accurate controllable log and beverage perpetual.

Ensures accurate administration of all invoices, and adherence to proper bookkeeping procedures.
Supporting Purchasing Operations
• Utilizes interpersonal and communication skills to lead, influence, and encourage others; advocates sound financial/business decision making; demonstrates honesty/integrity; leads by example.
• Ensure disciplinary situations are addressed in timely fashion and with consistency.
• Ensures performance reviews are completed on a timely basis for supervisors and non-management employees.
Maintaining Finance and Accounting Goals
• Submit reports in a timely manner, ensuring delivery deadlines.
• Ensure profits and losses are documented accurately.
• Achieves and exceeds goals including performance goals, budget goals, team goals, etc.
• Develop specific goals and plans to prioritize, organize, and accomplish your work.
• Monitors all taxes that apply, ensuring that taxes are current, collected and/or accrued.
Additional Responsibilities
• Provides information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
• Analyzes information and evaluate results to choose the best solution and solve problems.
• Interacts with kitchen staff, vendors and all the departments leaders.
• Uses existing computer programs effectively to post invoices, update items and costs

• Attends and participates in all pertinent meetings.
• Provide direction and assistance to other organizational units regarding accounting and budgeting policies and procedures, and efficient control and utilization of financial resources.
• Inform and/or update the executives, the peers and the subordinates on relevant information in a timely manner.
Managing Discipline Work, Projects, and Policies
• Coordinates and implements accounting work and projects as assigned.

Coordinates, implements, and follows up on audits for all areas of property operations.

• Generates and provides accurate and timely results in the form of reports, presentations, etc.
• Analyzes information and evaluates results to choose the best solution and solve problems.
• Compiles, codes, categories, calculations, tabulates, audits, or verify information or data.
Supporting Property Operations
• Works with operations teams to develop an operational strategy that is aligned with the brand’s business strategy and leads its execution.
• Reviews, comment cards, guest satisfaction results and other data to identify areas of improvement.
• Evaluates if discipline teams are meeting service needs and provides feedback to teams.
• Participate in walk-throughs on property to ensure that all areas are well maintained and preventative maintenance processes are in place.
• Tours are being built on a regular basis speaking with employees and guests to understand business needs and assess operational opportunities.
• Reviews findings from comment cards and guest satisfaction results with leadership team and ensures appropriate corrective action is taken.
• Works with team to put sustainable work processes and systems in place that support the execution of the strategy.
• Reviews reports and financial statements to determine operations performance against budget.
• Communicates a clear and consistent message regarding departmental goals to produce desired results.
Managing and Monitoring Activities that Affect Customer and Guest Experience
• Provides excellent customer service by being readily available/approachable for all customers and guests.
• Takes proactive approaches when dealing with customers and guest concerns.
• Extends professionalism and courtesy to customers and guests at all times.
• Responds timely to customer service department request.
• Ensures all team members meet or exceed all hospitality requirements.

Supporting

Supporting Profitability
• Supports HACCP compliance through monitoring critical control points, maintaining documentation, and assisting with internal and external food safety audits.
• Reviews financial statements, sales and activity reports, and other performance data to measure productivity and goal achievement and to determine areas needing cost reduction and program improvement.
Additional Responsibilities
• Provides information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.
• Demonstrates self-confidence, energy and enthusiasm.
• Manages group or interpersonal conflict.
• Inform and/or update the executives, the peers and the subordinates on relevant information in a timely manner.
• Manages time and possesses organizational skills.
• Presents ideas, expectations and information in a concise, organized manner.
• Use problem solving methodology for decision making and follow up.
• Tracks purchase orders through delivery, coordinates freight and customs documentation, and calculates and allocates freight and import duties to the appropriate departments, cost centers, or inventory, including CICA‑sourced items.
• Make calls if necessary.