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.