Purchasing & Receiving Agent

SUMMARY:

The Purchasing/Receiving Agent performs all ordering, receiving and inventory duties for the hotel to include both F&B and Rooms Operations. They verify deliveries against the invoices, enter invoices into the department’s checkbook, code them to the applicable department and submit invoices for approval. They put away all orders and fill requisitions submitted by F&B and the Front Desk.

ESSENTIAL RESPONSIBILITIES:

Responsible for maintaining par levels for food, beverage and hotel operational supplies located in the receiving area. The par levels are established by the Director of F&B, the Executive Chef and the Director of Housekeeping based on expected business volume. The PR Agent will analyze pars on a monthly basis and advise as to the need to increase or decrease based on purchasing patterns.

Use operational and vendor systems to purchase needed inventory. Research the market to source products that are both cost effective and Avendra approved. Research vendors and products to maintain and/or improve our Avendra account standing. Seek and recommend alternatives during shortages as well as advise of overstocked or expiring product on hand. Update all inventory items and pricing and costs with each invoice that is received.

Receive, unload, and process deliveries. Verify receipt of items by comparing items received to items ordered. Refuse acceptance of damaged, unacceptable, or incorrect items. Troubleshoot vendor delivery issues and oversee return process.

Put away all incoming deliveries. Remove bulk product from cases when applicable and store on shelves using FIFO method. Date all product with Received On date when placing on the shelf.

Input all food & beverage invoices into the purchasing sheet in the monthly inventory. Input paper, café and cleaning supplies invoices into the Food Expense Checkbook. Code invoices daily and submit to the DF&B for approval. (Follow same procedure for Housekeeping invoices and submit to the Director of Housekeeping).

Fill requisition forms for food & beverage inventory and supplies. Notify manager/supervisor of low stock levels. Submit all requisition sheets to the DF&B at the end of each week.

Maintain clear and organized records to ensure all requisitions and invoices are submitted and filed properly.

Maintain stock of café beverages by checking and filling machines as needed. Maintain cleanliness of machines with a weekly cleaning schedule.

Monitor stock in café vending machines as well as vending machines on guest floors and address any shortages or expired product with the vendor.

Maintain cleanliness and organization of loading dock, receiving area, storerooms and coolers.

Adhere to food safety and handling policies and procedures across all food-related areas.

Report accidents, injuries, and unsafe work conditions to manager; complete safety training and certifications.

Follow all company policies and procedures; ensure uniform and personal appearance are clean and professional; maintain confidentiality of proprietary information; protect company assets. Speak with others using clear and professional language; prepare and review written documents accurately and completely; answer telephones using appropriate etiquette. Develop and maintain positive working relationships with others; support team to reach common goals; listen and respond appropriately to the concerns of other employees. Comply with quality assurance expectations and standards.

Job Type: Full-time

Benefits:

• Employee assistance program
• Employee discount
• Paid time off
• Referral program

Schedule:

• Day shift
• Holidays
• Monday to Friday
• Night shift
• Weekends as needed

Work Location: In person