Purchasing Supervisor

REPORTING LINE

Direct : Chief Accountant

Subordinates : Purchasing & Store Team

OVERVIEW OF DUTIES

Interacts and cooperates with Purchasing Team, Storekeeper, Receiving, Academy Team, Kitchen Team, F&B Team and other concerns.

RESPONSIBILITIES—GENERAL

Supervise Purchasing Team

Handle Daily Market List, Groceries, delicatessen, weekly beverage order, routine printing matter, bar and paper supplies.

Ensure the quality of goods are met the academy and hotel standard.

To ensure that academy and hotel expense is minimized through use of effective purchasing and by obtaining the most competitive prices for goods and services. To achieve the following needs to be done continuously.

To obtain competitive quotes and buy what is approved by the Financial Controller and the General Director.

To implement and enforce all operating and control procedures to ensure that movement of goods into the academy and hotel is properly accounted for.

To advise department directly of any excessive purchases or consumption of inventory and to recommend practices to reduce such cost, including alternative sources of products.

Make suggestions to management concerning possible improvement in purchasing and stores routines and control procedures, which would tend to lower purchasing costs, lower inventory level etc.

OTHER RESPONSIBILITIES

Prepare monthly/three monthly/six monthly price comparison.

On monthly basis, Purchasing Department will prepare the Market List Price Comparison which list the current price, price quotation from at least three different suppliers and accept prices by Hotel. The list will be routed to Financial Controller and General Director for approval.

On three monthly bases, Purchasing Department will prepare the Store Item (Groceries, Pastry, and Beverages) Price comparison which list the current price, price quotation from at least three different suppliers and accepted prices by Hotel. The list will be routed to Chief Accountant and General Director for approval.

Whenever possible, 3 competitive bids will be available for getting a best price. 

Reviews Purchase Requisition and Purchase Orders and check competitive bids before forwarding for further approvals.

Makes periodically market survey together with Cost Control, Receiving, and Kitchen team.

Files records properly to keep them up to date.

Maintain an updated list of reputable suppliers the supply the hotel’s regular requirements.

To maintain a library of catalogues, price lists and reference data and to keep historical records of purchases. To maintain completed vendor files with copies of all purchase orders and purchase request, and relevant correspondence.

ADMINISTRATIVE RESPONSIBILITIES

To understand and strictly adhere to the Rules and Regulations established in the Employee Handbook and the Hotel Academy’s policy on Fire, Hygiene, Health and Safety.

To respond to any changes in the Accounting and Finance function as dictated by the Academy or Owning Company.

HUMAN RESOURCE RESPONSIBILITIES

Sees that employee’s complaints, needs are passed on to the General Director.

REPLACEMENT AND TEMPORARY MISSION

Perform any other duties set by Hotel policy, management or Financial Controller and not included in the above job description.

PROFILE REQUIREMENTS

Have 1-3 years supervisory experience in Purchasing within the Hospitality or Educational industry.

To be honest & independent.

Good communication skills and strong negotiations skills.

Fluent in both Vietnamese and English, in writing and speaking.

Good computer skills (in particular on Excel).

Full commitment to the company standards and values.

Minimum—Bachelor’s degree.

Language

Competent Communication skills in written and spoken English and Vietnamese.