Job Description

POSITION TITLE: Assistant Purchasing Manager DEPARTMENT: Food & Beverage

REPORTS TO: Purchasing Director, Executive Chef

SUMMARY

The Assistant Purchasing Manager reports to and is under the direction of Purchasing Director with oversight from the Executive Chef and Clubhouse Manager. The person in this position will be held responsible for the procurement of all food, supplies, products and other miscellaneous club wide purchases. In addition, this individual will be the direct liaison between all suppliers / vendors and establish bidding and ordering procedures.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Monitors purchasing plans, procedures and schedules to ensure effective product cost control.
• Continuously communicates with the kitchen to ensure products / items are fully stocked and ready for preparation by the culinary staff.
• Coordinates the procurement and distribution of food items with the culinary department and all other F&B
• Obtains the best value at the lowest price consistent with established quality standards and delivery
• Input and maintain proper pricing and quantity updates in to Chef Tec.
• Maintains organized files of suppliers / vendors to include current products and pricing, product availability and discounts.
• Develops and adheres to strict control measures for all aspects of the purchasing department.
• Stays informed about all the current laws, rules and regulations of procurement.
• Handles all communication with both local and out-of-state providers to ensure proper shipment, product shortages and pricing adjustments.
• Authorizes the rejection of any product or item that does not meet the quality standards of the club.
• Ensures that all storage areas, coolers and working spaces are neat and organized.
• Ensures the proper rotation of all products on a daily basis following the FIFO method (First In, First-Out).
• Acts as a liaison between suppliers, deliveries and various club departments.
• Maintains and strives for great vendor / supplier relationships.
• Evaluates new supplier & vendor pricing, product, dependability and ordering procedures.
• Monitor and track expenditures within the Purchasing Department to ensure that guidelines are being met and followed.
• Meet weekly with the Purchasing Director and Executive Chef to ensure that special products, if any, are ordered for the upcoming week.
• Review all BEO's (Banquet Event Orders) and order any special products that may be needed for a special function or event.
• Plans and looks into any continuing education and training opportunities that may be available for him / her.
• Conducts monthly inventory of all related products on hand to include storage rooms (paper goods, small wares, dry goods, etc.) and refrigerated areas.
• Attend departmental and necessary staff meetings.
• Completes any other tasks or miscellaneous projects as directed by either the Clubhouse Manager or Executive Chef.

POSITION QUALIFICATIONS AND FUNCTIONAL SKILLS

To perform this job successfully, an individual must be able to perform each essential duty satisfactory. Furthermore, he / she should possess the following personal and professional characteristics:

• Bachelor's degree (B.A.) from four-year college or university; OR minimum three years related experience and /or training; or equivalent combination of education and experience. Culinary background preferred but not required.
• A history of continued professional development.
• Pronounced "people skills" in dealings with staff and members.
• Strong aptitude in multitasking
• Proficient at solving tactical, practical problems and strategic supply chain challenges.
• Able to understand and take direction from his / her superiors and execute the task to the best of his / her ability.
• Team player with excellent interpersonal skills and the ability to interact professionally with individuals at all levels, both internally and externally.
• Strong communication and organizational skills.
• Able to read, analyze and interpret all business pertaining to the position.
• Proficient in use of the Internet and Microsoft Office Suite programs (Excel, Word, PowerPoint and Outlook).
• Responsible for working all major club events to include Mother's Day, Easter, Club Fireworks Event, Thanksgiving and Christmas.
• Able to meet the physical demands and responsibilities of the position. He / she will, while regularly performing the essential functions of the job, be standing, sitting and lifting / moving items or objects over 50 pounds and sometimes lift / move items up to 100 pounds.

SALARY AND BENEFITS

Salary commensurate with experience and qualifications. Full time benefits package including vacation pay, 401K, Holiday Fund and health insurance.

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required for the position.

All job requirements are subject to possible modification to reasonably accommodate individuals with disabilities. Some requirements may exclude individuals who pose a direct threat or significant risk to the health and safety of themselves or other employees.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties requested by their supervisor in compliance with Federal and State Laws.

Requirements are representative of minimum levels of knowledge, skills and/or abilities. To perform this job successfully, the employee must possess the abilities or aptitudes to perform each duty proficiently. Continued employment remains on an "at-will" basis.