Junior Purchasing Analyst

Company: Ocean Hotels Barbados

JOB SUMMARY

The  Junior Purchasing Analyst is responsible for assisting with minimizing the Hotel Group’s Costs by conducting detailed checks on all Food & Beverage stock purchase costs as well as any prices of other consumable operating supplies for the hotel. They are required to assist with cost finding, cost analysis, data collection, in addition to the preparation of various reports.

KEY DUTIES & RESPONSIBILITIES

Assist the Junior Purchasing Analyst in day-to-day operational tasks of the department.

Update and manage the AS400 Inventory Database.

Review figures, postings, and documents for correct entry, accuracy, and proper codes in the system. 

Review and update cost prices for all Food, Beverage, General Items, Wedding Packages an End Of Month Stock Sheets

Prepare, maintain, and distribute Statistical, Auditing, Analysis Or Payroll Reports. 

Preparation of Daily Food & Beverage Cost Per Guest Report. 

Preparation of regulatory Weekly Reports of Purchased Items.

Complete bar Weekly Sales & Inventory Reconciliation Report.

Assists in preparing Monthly Weddings/Functions Cost & Revenue Reports.

Complete period-end closing procedures and reports as specified. 

Preparation of regulatory Monthly F&B Reports of Departmental Requisitions / Purchases 

Assist in preparing monthly Breakage & Spoilage Reports for all Food And Beverage Outlets

Accounts Dailly for any Internal Stock Transfers: inter-bar,  inter-kitchen  or between properties  with evidence by official documentation. 

Review Revenue Forms Monthly: F&B Supplements, Day Passes and Meal Passes for all properties.

Record Monthly, Complimentary Passes, F&B Tasting, Staff Meals etc. for all properties. 

Maintain & document an updated report on a quarterly basis summarizing all items needed for the hotel operations with updated pricing.

Assist with requesting quotes - local & overseas when needed. 

Cross-check of all food and beverage invoices with the receiving report and clarification of any differences in quantity or price.

Assist in preparing recipe & menu costing for all properties.

Assists with price comparison reports on food, beverage, and general operating items.

Record any price changes and/or brands of items. 

Ensure that all goods received and issued are shipped by the end of business day.

Assist in conducting random spot-checks on receiving stores, hotel outlets and central purchasing hub inventories, investigating and reporting any discrepancies.

Assist the Group Procurement and Purchasing Head in scheduling and the successful completion of month-end inventories for all hotel F&B outlets, Consumable Supplies, Housekeeping and The Central Purchasing Hub 

Conduct random spot-checks on food quality and spoilage in all food and beverage outlets/kitchens.

Conduct Random Spot Checks on Gate Passes for items leaving hotel properties.

Entering supplier invoices as needed

Follow up with suppliers as needed, to confirm or change orders.

Must be up to date on current awareness of market trends affecting Island

Must be great on follow ups , tracking of orders and ensure timely delivery.

Ensure all adopted policies and procedures on costing and cost controls are duly complied with.

Performs all duties and responsibilities in a timely and efficient manner in accordance with established company policies and procedures to achieve overall objectives of this position.

Be knowledgeable and adhere to the hotel’s policy on fire, hygiene, health & safety.

Performs any other duties as assigned by Management.

REQUIREMENTS

Previous experience an asset 

Strong attention to detail with exceptional organizational and time management skills

Strong analytical skills; with an aptitude for data, analysis and reporting

Creative thinking skills and ability to solve problems.

Strong presentation skills with the ability to explain concepts concisely and accurately.

Ability to adapt & perform in a fast-paced environment.

Excellent interpersonal and communication skills, both written and verbal 

Able to develop strong, cooperative relationships with department heads.

Proficiency in Microsoft Suite: Excel, Word and PowerPoint