Purchasing Manager - The Polo Club of Boca Raton : Job Details

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SummaryManages the purchasing, shipping, and receiving departmental functions. Responsible for the purchase of food products, beverages, and equipment within the specified parameters. Ability to attain the highest quality product for the lowest price point. Manages Food Trak base ordering systems, implements set controls and policies, orders, receives, tracks, and allocates all expenses to the corresponding departments club wide.

Essential Duties and Responsibilities_include but are not limited to the following:_

• Manages the purchasing team. Oversees and ensures in receiving of all food products ensuring the specs and standards set by the Executive Chef are adhered to. Check for weights, case counts, freshness and food delivered as ordered and expected.
• Schedules the purchasing team to ensure the appropriate coverage to meet the demands of deliveries, changing business levels, and times frames.
• Works with Executive Chef and club department heads for special requests and products.
• Bids for equipment and tests products as needed to ensure quality products are received in their respective category.
• Oversees the setup of all carts for food products to be delivered to various outlets and venues and assists when needed
• Bids, purchases, receives, and documents all food, beverage, and operational supplies for the club as requested.
• Maintains and ensures the Food Trak system is utilized and streamlines all purchases.
• Records and submits food invoices to the accounting department and CFO as needed.
• Fills requisitions and costs on a weekly basis to properly account for departmental expenses.
• Per Executive Chef request and approval, attends industry shows to acquire product and vendor knowledge and to utilize purchasing discounts.
• Always manages proper sanitary conditions to exceed State and local laws and always ensures the utmost level of sanitation conditions.
• Manages monthly inventory by printing updated sheets and using Food Trak.
• Performs daily inspections of all storage areas ensuring they are clean and organized, products are dated, reports and follows up on all infractions. Maintains a highly organized work and storage areas at all times.
• Encourages a positive work environment while working with a sense of urgency.
• Works with the culinary team to ensure all outlets have consistent and quality products of the highest level.
• Works closely with the Executive Chef in all aspects of the purchasing function to ensure specifications are met. Assists in the cutting and testing of products prior to season to set the standard and guidelines for the season.
• Manages the purchasing budget with the Director of Culinary/Executive Chef as needed.
• Communicates with members, co-workers, management and the general public in a courteous and professional manner.
• Conforms with and abides by all regulations, policies, work procedures and instructions.
• Exhibits and maintains a professional demeanor to reflect a positive image of The Polo Club.
• Performs other duties as assigned by the Director of Culinary/Executive Chef.

Knowledge, Skills And Abilities

• Must be highly organized and detail oriented.
• Must be able to multitask and have a sense of urgency to work in a fast-paced environment.
• Knowledge of food products from types, origins, quality, specs and seasonality influences.
• Must have high energy, be a proactive manager and thinker, with the ability to accomplish the tasks at hand.
• Must have excellent time management skills, must organize and prioritize work to meet the demands of the job and the ability to ensure deliverables.
• Ability to verbally communicate well in English and in writing.
• Ability to understand and carry out verbal and written instructions in English.
• Ability to interact professionally and maintain effective working relationships with management, co-workers and members.

Supervisory ResponsibilitiesDirectly supervises employees in the Purchasing department. Carries out supervisory responsibilities in accordance with the organization's policies and applicable laws. Responsibilities include interviewing, hiring, and training employees; planning, assigning, and directing work; appraising performance; rewarding and disciplining employees; addressing complaints and resolving problems.

QualificationsTo perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education And/or Experience PreferredDegree in Culinary Arts, Hotel and Hospitality Management or Accounting from an accredited college or university; or two to three years related experience and/or training; or equivalent combination of education and experience.

Minimum of 3 years' experience working in a culinary procurement department of a 4/5-star hotel, club, resort in a purchasing management position, or high-level culinary school with knowledge of food product, receiving and delivery procedures.

Language SkillsAbility to communicate well in English. Ability to read and interpret general business periodicals, professional journals, technical procedures, or governmental regulations. Ability to write reports, business correspondence, and procedure manuals. Ability to effectively present information and respond to questions from groups of managers, clients, members, and the general public.

Mathematical SkillsWorking knowledge of all business math applications with the ability to calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume

Reasoning AbilityAbility to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Ability to interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer SkillsTo perform this job successfully, an individual should have knowledge of Microsoft Office Suite; Internet; Inventory software; Payroll systems; and Order processing systems preferred.

Certificates, Licenses, RegistrationsHealth Department license in Sanitation management.

Serve Safe Food Handler certificate.

Physical DemandsThe physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The employee must frequently lift and/or move 10 to 50 pounds. While performing the duties of this job, the employee is regularly required to use hands to finger, handle, or feel and talk or hear. The employee is frequently required to stand; walk; sit and reach with hands and arms. The employee is occasionally required to climb or balance; stoop, kneel, crouch, and taste or smell.

Work EnvironmentThe work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is occasionally exposed to wet or humid conditions (non-weather); work near moving mechanical parts; outdoor weather conditions and extreme cold (non-weather).

The noise level in the work environment is usually moderate.