POSITION PURPOSE

Under the general guidance of the Director of Purchasing, the Purchasing Agent keeps track of the goods and supplies in the hotel’s storage and manages orders. Their duties include signing off on deliveries, counting the number of available products and provide information to management for more inventory according to demand.

ESSENTIAL FUNCTIONS

• Provide to management information for daily inventory to place orders to vendors and securing shipment arrival times.
• Managing inventory by stocking and cataloging products.
• Distributing products to F&B outlets via requisition to make sure that have the products necessary for optimal business operations.
• Performing quality checks on stored inventory and discarding inventory that does not meet the company’s standards.
• Updating inventory count and maintaining inventory records to share with management.
• Reporting discrepancies in perpetual inventory that indicate missing products, such as too little inventory at last count.
• Stock and count supplies and report any differences between the actual count and the stock levels in company records.
• Implementing loss prevention programs to prevent missing products.
• Communicate all discrepancies to the respective F&B Managers.
• Participate in month end inventory.

• Support operations for the purchasing process primarily requisitioning and ordering.
• Ensure that all Purchase Orders are approved before being sent to suppliers.
• Ensure all requisitions and purchases are compliant with the company’s policies.
• Ensure the items and prices are accurately listed in the PO.
• Process POs: Ensure all necessary approvals are documented and the orders are placed, and shipments delivered on time.
• Receiving of purchase orders into Birchstreet system daily.
• Organize and review purchase orders for all departments related.
• Record all deliveries received.
• Handle Discrepancies/Return Goods.
• Anticipate customers, guests and residents’ needs promptly.
• Monitor and maintain cleanliness, sanitation, and organization of all the Storerooms areas at all the time.
• Perform all other duties assigned by Management.

Other:

Regular attendance in conformance with the standards, which may be established from time to time, is essential to the successful performance of this position. Employees with irregular attendance will be subject to disciplinary action, up to and including termination of employment.

Due to the cyclical nature of the hospitality industry, employees may be required to work varying schedules to reflect the business needs of the hotel. In addition, attendance at all scheduled training sessions and meetings is required.

Upon employment, all employees are required to fully comply with Baia Beach Club/Mondrian South Beach rules and regulations for the safe and effective operation of the hotel’s facilities. Employees who violate hotel rules and regulations will be subject to disciplinary action, up to and including termination of employment.

SUPPORTIVE FUNCTIONS

In addition to performance of the essential functions, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the hotel. 

• Perform general/routine cleaning tasks of designated storeroom area(s) using standard restaurant cleaning products as assigned by supervisor to adhere to health standards.
• Clean and dry floors to avoid slip/fall accidents in storeroom area(s).
• Perform other duties as requested, such as moving supplies and equipment, cleaning up spills, etc.
• Report any suspicious persons or activity to a supervisor immediately.

SPECIFIC JOB KNOWLEDGE, SKILLS, AND ABILITIES

The individual must possess the following knowledge, skills and abilities and be able to explain and demonstrate that he or she can perform the essential functions of the job, with or without reasonable accommodation, using some other combination of knowledge, skills, and abilities.

• Must be able to speak, read, write, and understand the primary language(s) used in the workplace.
• Must be able to read and write to facilitate the communication process.
• Requires good communication skills, both verbal and written. 
• Must possess basic computational ability.
• Working knowledge of applicable sanitation standards.

PHYSICAL DEMANDS 

• Most work tasks are performed indoors. Temperature is moderate and controlled by hotel environmental systems.
• Must be able to stand and exert well-paced mobility for up to 4 hours in length.
• Must be able to lift up to 50 lbs. on a regular and continuing basis.
• Must be able to push and pull carts and equipment weighing up to 250 lbs. on a regular and continuing basis.
• Must be able to exert well-paced ability in limited space. 
• Must be able to bend, stoop, squat and stretch to fulfill cleaning tasks.
• Must be able to exert well-paced ability to reach different floors of the hotel on a timely basis.
• Requires grasping, writing, standing, sitting, walking, repetitive motions, bending, climbing, listening, and hearing ability and visual acuity.
• Talking and hearing occur continuously in the process of communicating with guests, supervisors, and other employees.
• Vision occurs continuously with the most common visual functions being those of near vision and depth perception.
• Requires manual dexterity to use and operate all necessary equipment.

QUALIFICATION STANDARDS

• Ability to use inventory computer programs to update counts and compile reports, such as spreadsheets.
• Mathematical and analytical skills.
• Strong verbal and written communication skills.
• Critical thinking and problem-solving skills.
• Physical strength.
• Attention to detail and organizational skills. 

Education:

High school or equivalent education required.

Experience:

Two to Five (2-5) years of Stockroom, Receiving or Inventory Control Clerk experience in the hospitality industry or equivalent.

Licenses or Certificates:

Ability to obtain and/or maintain any government required licenses, certificates, or permits.

Grooming:

All employees must maintain a neat, clean, and well-groomed appearance per Mondrian South Beach standards. 

This job description is not an exclusive or exhaustive list of all job functions that an employee in this position may be asked to perform from time to time. The content of this job description will be reviewed on a regular basis to incorporate any new responsibilities which reflect the hotel business requirements.