Deputy General Manager- Material Management

4 weeks ago

Kozhikode, India MAYFAIR Hotels & Resorts Full time

DUTIES AND RESPONSIBILITIES:

  • Implement sound purchasing policies, systems and procedures in accordance with Company standards.
  • Monitor vendors for quality, service and price through standard purchasing specifications.
  • Obtain competitive quotations for hotel requirements and ensure that the best product is sourced and purchased.
  • Calls for quotations for any items costing more than a certain amount (As per company policy) and inquire into prices from various suppliers.
  • A minimum of three independent genuine quotations must be obtained.
  • Establish contracts to ensure reduced pricing for all operating areas of the hotel.
  • Receives market list from the Executive Chef on a daily basis and arranges for delivery of those items daily.
  • Ensures that all orders receiving dates are updated by the buyers according to the suppliers promised delivery dates.
  • Ensures that all authorized or approved purchase orders are sent to their respective suppliers/vendors for delivery purposes on a daily basis.
  • Ensures & verifies that quotations are regularly updated and supplier’s new current price lists are maintained.
  • Ensure the efficient operation of the Purchasing Department in all aspects.
  • Research and identify new products and services for the hotel in the market.
  • Obtains written approval for established Minimum / Maximum stock levels by the financial controller and general manager.
  • Checks, explain if needed and approves delivered items discrepancy report issued by cost control regarding price and quantity order variances.
  • Approves all additional requests for new storeroom items, checking correct item description, unit, packing, category and establishes Min/Max estimated stock levels.
  • Verify the ‘pending orders’ report on a daily basis, and all pending orders are checked and verified regularly.
  • On a daily basis prepare the list of to be cancelled orders and sent to accounts for deletion, with appropriate reasons.
  • Issues regularly slow moving item lists.
  • Identifies items for standing orders utilizing vendor’s logistics for regular deliveries to the hotel based on approved highly consumed items.
  • Ensures validity of items available, force issue obsolete items and follows up on action taken for disposal.
  • Verifies that all documentation and proper quotations are maintained and filed according to Policy and Procedure requirements.
  • Approves all storeroom re-order requests, verifying quantities within the established Min/Max stock levels.
  • Responsible for all administrative functions of the Materials Department, staffing, training and execution of other related duties.
  • Responsible for all purchasing functions, quotations, quality and availability.
  • Responsible for physical control of all store items until issued, fully documented under strict control procedures (key control, timing schedule, authorized issue requests).
  • Responsible for maintaining logical storeroom inventory levels operationally needed.
  • Spot checks storeroom requests if properly maintained, verifies quantity requested and issued, proper items received by signatories & ID availability.
  • Spot-checks entered system quotations, period validity quotes locked by, etc.
  • Ensures that the suppliers follow the rules relating to the hygiene of goods delivered.
  • Keeps all records in a way that they can be checked at any time for information or audit purposes.
  • Liaison with the Purchasing Manager, Purchasing Coordinator, Receiving Agent, Stores Supervisor and F&B Cost Controller
  • Maintains all documents, files and listings up-to-date and performs his duties in the most efficient manner.
  • Willing to work a flexible schedule in order to accomplish all major responsibilities and tasks.

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