Group Purchasing Manager

Company: Ocean Hotels Barbados

RESPONSIBILITIES 

Collaborates with other departments and leadership to identify and develop needs and requirements for equipment, materials, products, and acceptable substitutions.

Ensure the efficient operation of the Purchasing Department in all aspects.

Monitor and forecast upcoming levels of demand.

Research and recommend alternations to purchasing logistics and applicable stock par levels subject to product lifespan

Assess current material availability; reasonably predicts future availability based on the market, delivery systems, and other variables.

Obtain written approval for established minimum / maximum stock levels by the Chief Financial Officer and General Managers. 

Perform cost and scenario analysis, and benchmarking.

Prepare and present monthly market conditions and merchandise cost reports.

Oversee the preparation and processing of purchase orders and requisitions for materials, supplies, and equipment.

Drafts, explains, and implements instructions, policies, and procedures for purchasing and contract management.

Establish and execute the standards for vendor delivery processes including hygiene standards, quality of food and products subject to company specifications

Implement sound purchasing policies, systems and procedures in accordance with Company standards.

Establish contracts with vendors to ensure reduced pricing for all operating areas of the hotel.

Develop and implement a purchasing strategy for the Group.

Develop and maintain a “slow moving” item list to relevant parties 

Oversee the process for obtaining competitive quotations for hotel requirements and ensure that the best product is sourced and purchased.

Oversee the verification of the 'pending orders' report on a daily basis, and all pending orders are checked and verified regularly.

Oversee daily purchasing activities and reviews and processes purchase orders.

Create and maintain variance reports according to the financial and applicable company standard

Evaluates vendors based on quality, timeliness, and price

Selects prospective vendors and negotiates contracts.

Maintain the supplier database, records of goods ordered and received, and related documentation.

Manage supplier relations and negotiates contracts, prices and timelines with suppliers.

Acts as the company's representative in negotiations with suppliers.

Builds and maintains relationships with vendors.

Resolves grievances with vendors, contractors, and suppliers.

Schedules deliveries and ensures timely fulfillment of orders.

Researches and evaluates vendors to compare pricing and services.

Coordinates with General Managers, Executive Chefs, Department Heads and the  Group Cost Controller to monitor inventory and determine supply needs

Oversee verification of items, quantities and prices stated on invoices being received with the relevant hotel Purchase Orders/ Receiving Slip 

Oversee submission of accurate quotations to the Accounts team.

Research and provide relevant duty free and exempt items to relevant parties to improve purchasing cost savings 

Oversee processing of duty free stock orders and clearance of such stock 

Prepare cost estimates and manage budgets.

Audit stock levels based on established reorder Par level alerts

Work to improve purchasing systems and processes, and make suggestions for improvement

Travels to vendor locations as required

Oversee and assist in monthly stock takes.

Facilitate spot checks of purchasing center 

Facilitate spot-checks of system quotations

Coordinates removal or disposal of surplus materials.

Ensure the maintenance of the purchasing center is maintained in accordance with Ocean Hotels and HACCP standards.

Stays current with purchasing technology trends and oversees purchase and implementation, as necessary.

Manages the maintenance of office/manufacturing equipment and machinery.

People Management 

Manages, motivates and monitors the performance of the department’s team. 

Actively participates in the recruitment process for the department by identifying staffing needs and shorting potential candidates by utilizing the company’s HRIS (BambooHR).

Conducts candidate interviews as required, and informs the human resources team of successful candidates in a timely manner.

Identifies candidates that are not performing to the expected standards of the company and recommend what steps should be taken.

Manages the performance management process within the department by providing continuous and constructive feedback, keeping communication lines open, providing clarification of expectations and identifying areas for improvement.

To ensure that department goals are clear and in alignment with company objectives, AAA 5 Diamond standards and LQA Benchmark standards, and shared with staff to maximize on performance expectations.

Actively coaches staff to unlock team member’s potential and growth, help them to develop new skills and to aid in promoting individual responsibility.

Conduct annual performance appraisals for department staff, ensuring that the process is fair, free of biases, accurate, and promotes the overall purpose of the performance management system.

Able to access and identify department conflicts and infractions against company policies / procedures, and understands how, when and what form of disciplinary action should be taken.

Plan and execute frequent team building activities, in an effort to maintain the momentum and productivity of all staff within the department.

Training and Development

Manages all aspects of Training and Development and Talent Management to maximize on staff’s, personal and professional growth, in accordance with company’s Human Resources - Training and Culture Development team initiatives and to agreed AAA 5 Diamond standards and LQA Benchmark standards.

Identifies and conducts assessments to determine what training needs are required for staff within the department to increase job knowledge.

Monitor and provide feedback on how staff could improve on their overall performance.

Recommends and assists with the creation and implementation of training plans, based on assessment and guests’ feedback.

Liaise with the Human Resources - Training and Culture Development team to support the department’s development objectives and ensure that staff are equipped with the necessary tools and materials to effectively execute their daily tasks.

To carry out or ensure that regular On-the-Job training is taking place to align with the AAA 5 Diamond standards and LQA Benchmark standards.