Purchasing Manager

Job Description

The Purchasing Manager oversees the procurement of goods and services through competitive bidding to ensure optimal pricing and quality in compliance with Raffles Hotel’s control policies. This role manages core purchasing functions such as receiving and delivering supplies, maintaining organized storage facilities, and ensuring accurate filing systems for hotel inventory. Additionally, the Purchasing Manager supervises receiving clerks, streamlines shipping and receiving processes, and maintains tracking systems for all transactions, including guest package signatures.

By implementing best practices in inventory management, vendor relations, and operational standards, the position plays a critical role in supporting efficient hotel operations.

• Maintain appropriate par stock levels for all inventory items; promptly notify the Director of Finance & Business Support of any variances or deviations.
• Ensure all purchases, requisitions, and orders have proper approvals and comply with hotel policies and procedures.
• Partner closely with the Culinary Director and Director of F&B to align purchasing strategy with menu development, product quality standards, and operational goals.
• Lead sourcing, negotiation, and contracting of food, beverage, and commodity suppliers to secure optimal pricing, consistency, and value.
• Develop and maintain vendor relationships, conduct performance reviews, and drive continuous improvement in quality, service, and delivery reliability.
• Monitor market trends, pricing fluctuations, and supply risks to support cost control, forecasting, and budgeting in collaboration with F&B leadership.
• Implement and enforce procurement policies, inventory controls, and sustainability standards, ensuring compliance with food safety and regulatory requirements.
• Coordinate with culinary and operations teams to support menu roll-outs, seasonal programs, and product evaluations, including tastings and specification approvals.
• Analyze purchasing data and KPIs to identify savings opportunities, waste reduction initiatives, and supply chain efficiencies across F&B outlets.
• Oversee product specifications, quality benchmarks, and standardization of ingredients and beverages across locations to protect brand and guest experience.
• Secure competitive bids and maintain supporting documentation; ensure inventory pricing reflects current information.
• Check all Purchase Orders (POs) for authorization, signatures, price verification, and vendor assignment; maintain and control filing of all POs and related documentation, ensuring accurate system input.
• Maintain and oversee the Birch Street purchasing system, ensuring all budget allocations, vendor profiles, and item data remain accurate and up to date; troubleshoot issues promptly and ensure receivables and inventory records are current.
• Perform daily reconciliation of food and beverage invoices and submit to Finance for processing; monitor and prepare financial reports in accordance with hotel requirements and deadlines.
• Review banquet event orders and consult with management for special requirements.
• Oversee and assist in unloading, receiving, sorting, stocking, securing, and distributing goods; ensure timely deliveries and proper rotation of stock (FIFO), as well as disposal of spoiled or damaged items.
• Manage delivery needs for hotel tenants and residences; maintain storage areas, loading dock, and related spaces in clean and safe condition.
• Ensure compliance with federal, state, and local food and beverage storage laws, regulations, and codes.
• Receive and deliver packages to all departments and outlets; verify logs, security procedures, and make temperature logs for meat.
• Assist in month-end, quarterly, and annual inventory processes; complete monthly inventory counts and reports.
• Interview, train, coach, counsel, and develop Purchasing and Receiving staff; provide training in proper receiving procedures to ensure product freshness and adherence to SOPs; assist in developing LSOPs as needed.
• Answer department phones and respond to vendor, guest, and employee needs with a customer-oriented approach.
• Prepare bills of lading for shipments and maintain…