Keeps inventories as low as possible to adequately 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.
Knowledgeable of all cost in the Materials Department and to recommend measures of control.
Advises on unusual or remarkable cost of purchasing and consumption of inventory and non-inventory items and recommends practices to reduce such cost including suggestions of alternative sources for products.
Implements and enforces all operating and control procedures to ensure that movement of goods into and within the hotel is properly accounted for.
Advises departments directly of any excessive purchases or consumption of inventory and to recommend practices to reduce such cost, including alternative sources for products.
Assists 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.
Assists in the input and maintenance of certain computer data namely: Inventory Items, Par Stock, items to be included as inventory items, re-order points, item listing, and 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
Ensures that all company policies, procedures and minimum standards are adhered to in the Materials Department.
Selects reliable regular suppliers for all inventory items and obtains weekly or bi-weekly price list for daily produce and other food and beverage items.
Places all orders for the inventory items based upon established and audited par stocks and inventory levels.
To conduct 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.
Administrative:
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.
To enforce internal control Policy and Procedure throughout the department, regarding purchasing, receiving, inventory control and issuing processes .
Financial
To maximise 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.
To monitor 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 Director of Finance with the preparation and regular update of the Materials Departmental Budget and ensuring that targets are met and costs are effectively controlled.
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.
People
To recruit and select Materials employees when required. To follow hotel guidelines when recruiting and use a competency-based approach to selecting employees.
Oversees the punctuality and appearance of all Materials employees, making sure that they wear the correct uniform and maintain a high standard of personal appearance and hygiene, according to the hotel and department's grooming standards.
Assists to conduct annual Performance Development Discussions with Materials employees, supports them in their professional development goals.
Plans and implements effective training programmes for all Materials employees in coordination with the Training Manager and Departmental Trainers.
Supports Departmental Trainers through ongoing feedback and assistance at monthly meetings.
Develops the skills and effectiveness of all Materials employees through the appropriate training, coaching, and/or mentoring.
Prepares and posts weekly work schedules, making sure that they reflect business needs and other key performance indicators.
Encourages employees to be creative and innovative, challenging and recognising them for their contribution to the success of the operation.
Supports the implementation of The People Philosophy, demonstrating and reinforcing Hyatt's Values and Culture Characteristics.
Ensures that employees have a complete understanding of and adhere to employee rules and regulations.
Supports the implementation of The People Philosophy, demonstrating and reinforcing Hyatt's Values and Culture Characteristics.
Ensures that employees follow all hotel, company and local rules, policies and regulations relating to fire and hazard safety, and security.
Feedback the results of the Employee Opinion Survey and ensure that the relevant changes are implemented.
Other Duties
Is knowledgeable in statutory legislation in employee and industrial relations.
Understands and strictly adheres to Rules and Regulations established in the Employee Handbook and the Hotel's policies concerning fire, hygiene and health and safety.
Ensures high standards of personal presentation and grooming.
Exercises responsible management and behaviour at all times and positively representing the hotel management team and Hyatt International.
Maintains strong, professional relationship with the relevant representatives from competitor hotels, business partners and other organisations.
Responds to changes in the Materials function as dictated by the industry, company and hotel.
Attends training sessions and meetings as and when required.
Carries out any other reasonable duties and responsibilities as assigned.
Qualifications
Minimum 2+ years of experience in a similar position.
Ideally with a relevant degree or diploma in Hospitality or Tourism management.
Excellent problem-solving and interpersonal skills.
