Purchasing Manager

Company Summary: 

Founded in 1860, The Olympic Club is one of the nation’s oldest private athletic clubs, operating the City Clubhouse in downtown San Francisco and the Lakeside Clubhouse on the border of San Francisco and Daly City. The Club is recognized for its longstanding traditions and commitment to excellence.

Position Overview:

The Under the direction of the Chief Financial Officer, the Purchasing Manager oversees the procurement of goods and services, develops purchasing strategies, manages vendor relationships, and ensures cost-effective, high-quality supply for our organization. Food and Beverage experience is a must!

Essential Functions: Responsibilities include but are not limited to the following:

• Develop, maintain, and enforce purchasing, storeroom, and requisition policies across all departments and clubhouses.
• Own procurement systems (currently BirchStreet) including configuration, adoption, and training.
• Recommend, test, and implement procedures that keep pace with modern procurement tools and strategies.
• Manage purchase order and approval workflows, vendor catalogs, and system data integrity so departments are enabled to purchase independently while staying compliant with policy.
• Ensure proper vendor onboarding policy is followed to ensure vendors align with current automated AP workflows.
• Review all cost of food invoices for accuracy and code according for accounting to process. Make sure supply and equipment items are not attributed to cost of goods.
• Lead strategic sourcing initiatives to secure best value through competitive bidding and supplier negotiation. 
• Manage contract negotiation with leadership’s guidance to maximize value, quality and minimize risk.
• Track vendor performance, contract compliance, and find opportunities to consolidate suppliers to eliminate vendor redundancy. 
• Tracks spending by category, vendor, and department; identify savings opportunities, assist with budget awareness efforts, and support budget forecasting.

• Maintain inventory control procedures and ensure accuracy of asset movement between departments and clubhouses. Investigate and report variances.
• Organize and summarize reports for food, beverage, china, glass, and silver assets to be shared with accounting and relevant stakeholders.
• Oversee union storekeeper staff and ensure daily, weekly, and monthly inventories are taken timely and accurately.
• Ensure storerooms are neat, organized and when applicable adhere to food safety and alcohol control regulations.
• Coordinate with culinary and catering departments to ensure availability of beverage products (mostly wine, spirits, and special-order items)

*Regular attendance required based on business expectations and needs. 

*Complies with all federal, state, and local employment laws, safety regulations and guidelines, Olympic Club bylaws and house rules, Club policies and procedures and Union contracts.

Qualifications Required:

• Associates degree or an equivalent number of years of experience in a similar position.
• Minimum of 5 years’ experience in a procurement or purchasing position.
• Computer Skills Required: Intermediate knowledge of Microsoft Excel, Word, and Outlook. Intermediate knowledge of how to use a PC computer.
• English Communication Skills Required: Fluent written and oral knowledge.

Qualifications Desired:

• Work experience within the private club/hospitality industry.
• Familiarity working in a union environment. 

Success factors/Job Competencies:

• Organization/Time Management–Highly organized, strong project management skills and ability to prioritize activities and events.
• Communication - Able to communicate effectively with members, staff, management, and coworkers.
• Management- Able to manage processes and procedures up to Club standards.
• Collaboration – Able to collaborate with the members, management, and staff to promote the Club’s culture of service and the Club’s mission and vision.
• Problem analysis and resolution at both strategic and functional levels.
• Commitment to Club values.

Physical Demands of work environment:

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of the job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

Interviews are by scheduled appointment only. All employment offers are pending satisfactory results from a background investigation and pre-employment drug testing. Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with arrest and conviction records.