Assistant Purchasing Manager at Fairmont Hotels & Resort

Job description

The successful person will manage a diverse warehouse operation, supervising staff & assigning duties on a day to day basis. This person will ensure all controls are in effect for the departments and standards are adhered to. The Purchasing Manager is responsible for negotiating, acquiring, and documenting all purchases as authorized by the General Manager and Controller, and he/she must ensure that all hotel goods are properly received, stored, and issued. Additionally, the Purchasing Manager must work closely and effectively with all the department heads.

Hotel Overview: With magnificent views of majestic Mount Kenya, the Fairmont Mount Kenya Safari Club Resort's 120 luxuriously appointed hotel rooms, set in over 100 acres of landscaped gardens, offer a unique blend of comfort, relaxation and adventure. Originally the retreat of movie star and Club founder, William Holden, the Club's illustrious former members have included Winston Churchill and Bing Crosby

Summary Of Responsibilities

Reporting to the Director of Finance, responsibilities and essential job functions include but are not limited to the following:

• Consistently offers professional, engaging and friendly service
• Using established Inventory Control techniques and procedures ensure the proper rotation and inventory levels are maintained.
• Ensure accurate tracking of all items received and issued
• Ensure proper communication with the Departments with regards to inventory levels and management.
• Analyze previous purchases to predict future purchasing needs.
• Generate weekly and monthly reports on key performance indicators, such as inventory movement and volume, product overages and dead stock reports; stock rotation and wastage reports.
• Monitor expiration and stock rotation.
• Maintain staff motivation and develop strong channels of communication, through department meetings and incentive programs;
• To train and develop employees, ensuring they have necessary skills to perform their duties;
• Receiving products, checking weights, cost, quantity and quality.
• Working with the Departmental Heads, preparing orders and order all products through the procurement system
• Work directly with the Departmental Heads to ensure our items master list is maintained and proper inventory levels established
• Responsible for storage & security for food and liquor stores items.
• Coordinate month end inventories.
• To adhere to all environmental policies and procedures as required.
• Manage inventory variances through the purchasing system.
• Consistently offers professional, engaging and friendly service
• Ensure that the department works closely with the Chef and the Food & Beverage Director to purchase the highest quality product while constantly searching for the lowest price.
• Assist management with obtaining competitive price quotations and confirm purchase availabilities.
• Provide the Controller with a monthly summary of outstanding purchase orders for goods and services received, but not yet invoiced, prior to month-end, as detailed in the Policy & Procedure Manual.
• Assist the Accounts Payable Clerk in researching any discrepancies on invoices.
• Ensure that all storage areas are secure, clean and properly organized.
• Coordinate purchases related to capital projects with the corporate Purchasing Department as well as outside contractors.
• Conduct frequent quality control audits to ensure staff is properly trained and following established procedures.
• Ensure Fairmont Hotels & Resorts Core standards are maintained;
• Ensure clean and safe working environment in accordance to the health and safety regulations
• Other duties as assigned

Qualifications

• Previous experience is an asset
• At least diploma in stores management/ purchasing and supplies management or equivalent from a recognized institution.
• At least 2years experience in purchasing.
• Very active in product sourcing and purchasing methodologies.
• Good computer data entry skills.
• Ability to operate warehouse equipment’s, such as scanners.
• Excellent time management and organizational skills.
• Proficient with Microsoft Office / Microsoft Excel.
• Ability to be resourceful and proactive in dealing with issues that may arise.
• Self-motivated and willing to work under minimal supervision.
• Able to work in stores and stock procedures.
• Experience with inventory control systems, ERP software, and procedures strongly preferred.

Visa Requirements: Eligible to work in Kenya