Summary**Main Duties**Administration- Assists with the development and maintenance of a detailed Department Operations Manual that reflects policies and procedures, work processes and standards of performance within the Division.- Establishes and maintains historical data and a library of catalogue referencing suppliers, price list etc.- Ensures that all Corporate, Regional, Hotel and Governmental reports are compiled accurately and submitted in a timely manner.**Customer Service**- Handles all guest and internal customer complaints and inquiries in a courteous and efficient manner, following through to ensure problems are resolved satisfactorily.- Maintains positive guest and colleague interactions with good working relationships.**Financial*****- Monitors all cost in the Materials Department and initiates and maintains measures to control these.- Contributes to all forecasting and business planned activities by providing historical information and cost projections.- Assists with the preparation of the annual Finance Business Plan ensuring Divisional Objectives fully address business objectives of the hotel and needs of employees.- Assists the Finance Manager with the preparation and regular update of the Materials Departmental Budget and ensuring that targets are met and costs are effectively controlled.- Maximises employee productivity through the use of multi-skilling, multi-tasking and flexible scheduling to meet the financial goals of the business as well as the expectations of the guests.- Focuses attention on improving productivity levels and the need to prudently manage utility/payroll costs within acceptable guidelines ensuring optimum deployment and energy efficiency of all equipment.- Ensures that all hotel, company and local rules, policies and regulations relating to financial record keeping, money handling and licensing are adhered to, including the timely and accurate reporting of financial information.**Operational**- Manages all aspects of purchasing, receiving, storage and inventory control.- Thorough understanding of the BS system (Materials Management System).- Responsible for the issuing and distribution of inventory items within the hotel, and for the accurate and timely allocation of costs to user department.- Ensures that hotel expenses are minimised through the use of effective purchasing and by obtaining the most competitive prices for goods and services.- Conducts regular market surveys, obtains competitive quotations and aggressively negotiating in order to reap the maximum price benefits of purchasing power.- Keeps inventories as low as possible to properly supply the operation's needs and maximise inventory turnover and space utilisation.- Ensures that inventory items are stored properly and issued in FIFO rotation to minimise wastage and spoilage.- Implements and enforces all operating and control procedures to ensure that movement of goods into and within the hotel is properly accounted for.- Establishes and enforces internal control Policy and Procedure throughout the department, regarding purchasing, receiving, inventory control, issuing and emergency issuing.- Advises the Manager/General Manager,Finance Manager and Department Heads of the cost and implications of each department's consumption of inventory and non-inventory items.- Advises departments directly of any excessive purchases or consumption of inventory and to recommend practices to reduce such cost, including alternative sources for products.- Obtains and coordinates all product and purchase specifications from the various heads of department by means of a purchase request (PR) and maintains files of these purchase requests together with purchase orders (PO).- Acquires three (3) price quotations from various sources to determine the lowest cost while maintaining the best quality for any item(s) requested by the different departments.- Responsible for the creation and maintenance of certain computer data namely: Inventory Items, Par Stock, items to be included as inventory items, re-order points, item listing, Purchase Orders, Unit of Measure, and inventory levels for all items maintained in inventory.- Coordinates purchase specifications for food and beverage in conjunction with purchasing, receiving, and issuing.- Ensures that every department in the hotel receives goods and services as required and to the standards they have specified at the best possible price.- Conducts interviews with suppliers, representatives and obtains information, specifications and quotations on any item required.- Handles all correspondence, negotiation and procurement to the best advantage of the hotel.- Selects reliable regular supplies for all inventory items and obtains weekly or bi-weekly price list for daily produce and other food and beverage suppliers.- Places all orders for non inventory items once the purchase request has been approved by the Finance Manager and Manager/Chief
