Director, Purchasing

Job Description
Summary of Responsibilities:
Reporting to the Director of Finance & Business Support, responsibilities and essential job functions include, but are not limited to the following:
Oversee, lead and manage the overall operations of Purchasing, Receiving, and Storeroom.
Motivate, lead, train, coach, and manage all aspects of team members’ performance
Ensure that the department works closely with the Executive Chef and the Director of Food and Beverage to purchase the highest quality product while constantly searching for the lowest price
Assist the leadership team in obtaining competitive price quotations and confirm purchase availabilities
Negotiate food prices, place required daily food orders and ensure prompt delivery
Ensure all purchase order requests are properly completed and approved before a purchase order is prepared and the items are purchased
Ensure that all items received by the hotel are properly documented in accordance with the Company’s purchasing and receiving procedures
Champion the purchasing software (Birchstreet) and assist operations leaders with training on the platform.
Generate purchase orders on approval requisitions and obtain necessary authorization
Prepare and maintain departmental annual budgets and complete financial reporting on a timely basis as required, including month-end process and accruals
Coordinate and participate in the inventory process to ensure that there are sufficient expendable operating supplies within the Hotel
Coordinate regular inventories with storeroom personnel and department heads
Coordinate capital project purchases with corporate purchasing and outside contractors
Conduct regular quality control audits to ensure staff are performing their duties according to standard guidelines
Conduct food supplier premise checks with the Chef before registering the supplier as a vendor to ensure supplier compliance with Hazard Analysis Critical Control Point (HACCP) standards
Conduct surprise audit of receiving and storage areas from time to time to ensure that Hazard Analysis Critical Control Point (HACCP) standards are adhered to
Develop and implement purchasing and contract management instructions, policies, and procedures
Gather and analyze data, study sales and inventory records, identify suppliers, and stay on top of factors affecting supply and demand to forecast current and future costs of needed products and materials
Identify and interview potential suppliers to determine quality, price, reliability, and delivery terms, and make decisions to ensure that needed supplies arrive in time and at the right price
Administer bidding process and contracts for vendor performance/compliance within established limits for the purpose of securing items and/or services within budget and in compliance
Responsible for the procurement and expediting of all material supplies, equipment and services
Assist Finance department in establishing purchasing policies, procedures, and controls in accordance with the company policies and needs
Ensure that the procurement process is operating in an effective manner to ensure the optimum benefit to the company properties as it relates to the bidding process, terms of contract and negotiations with vendors while maintaining compliance with state regulations
Responsible for the auditing of blanket purchase orders and releases against blanket requisitions
Responsible for scheduling (planning, assigning and directing work) to meet business demands to ensure optimal operations and customer satisfaction during all business hours
Participate in the development of specifications for equipment, products or substitute materials
Resolve vendor grievances and claims
Interview, select and recruit direct reports
Identify and develop team members with potential
Conduct performance review with the team
Prepare detailed induction/onboarding programs for new employees
Assist with researching invoices discrepancies as required
Establish and ensure par stocks on all inventoried items are maintained
Develop and maintain close and effective working relationships with all supporting departments
Ensure that all storage areas are secure, clean and properly organized
Schedule and manage staff to support production and labor cost goals
Prepare and post weekly schedules
Perform any other duties, tasks, and assignments as assigned