Buyer

DEPARTMENT

Purchasing & Stores

POSITION

Buyer

GRADE

Team Member

REPORTS TO

Assistant Purchasing Manager, Purchasing Manager & Finance Director

POSITION OVERVIEW

Responsible for buying goods & services needed by the Resort, meeting specifications, to ensure the best value at the lowest possible acquisition cost.

Support the Purchasing Manager to develop best practice Purchasing.

In conjunction with Stores, ensure the correct economic levels of stock are available to meet the Resorts business needs.

GENERAL

Establishes and maintain effective and positive relationships within the team as well as other departments.

Complies with the resort's Health and safety, Hygiene policies as well as all other resort policies and procedures.

Report all situations that may present a danger to guests or staff immediately to the relevant people and take action to rectify the situation if possible.

To perform related duties and special assignments as and when required.

JOB FUNCTIONS

Communication

Employees are encouraged to take a lively interest in the activities of the company and, should there be anything on which you have insufficient information or where you are unsure, should ask your immediate line manager. Employees are encouraged to ask questions and to speak to each other.

Budgets

Maintains an understanding and acceptance of the monthly budgets and a motivation to achieving these.

Standards

Maintains an understanding of the standards set and expected for the Department and is responsible for the enforcement of these standards through associated job requirements.

Controls

Maintains an understanding of the controls in place that monitor performance of the Department.

Structure

Respects the organisational structure in place and the duties and responsibilities of all team members.

Conducts yourself professionally and with respect for the professionalism of all other team members and the roles they play in achieving the departmental objectives.

Team

Ensuring you are trained in all relevant courses applicable to your position and remains passionate about achieving the ultimate internal/external customer experience.

Delivery

Responsible for delivering the ultimate in professional internal/external customer service with the standards expected and trained by the Department.

Responsible for all stock and the care and control of all professional equipment within your working environment.

Responsible for the cleanliness and presentation within your working environment in accordance with set standards.

Participates in monthly audits and checks on all equipment to verify its location and ensure its full, safe operation.

Responsible for escalating any complaints to the Department Manager immediately, providing full details.

Responsible for ensuring full, safe operation of all equipment and stock, in accordance with health and safety requirements.

Responsible for resolving all internal/external customer complaints escalated from team members, solving the complaint to the resort and internal/external customers benefit. Also communicating the results to the Department Manager.

Contribute to the development & control of systems used to manage the Company's purchasing requirements.

Become fully conversant with the Microsoft NAV Purchasing System and/or any other systems necessary to perform your duties.

Source & negotiate most effective price, quality & availability of goods & services required for the Resort.

Analyse & compare existing products & services against potential alternatives, that may surpass quality & price of existing & make recommendations for the purchase of alternative products & services where appropriate for the Resort.

Be aware of general business levels & the impact of conference & banqueting activity or special events on store stock levels. Liase with appropriate departmental managers to establish requirements.

Liaise with the Receiving Agent and/or Cost Controller on issues of product quantity, quality or specification where necessary.

Undertake corrective action for any order that does not meet the required quality, quantity or price parameters of the order, advising suppliers as required.

Ensure all Purchase requests & queries are responded to promptly & effectively & prepare & place Non Inventory Purchase Orders in accordance with Company Purchase Requisition procedures.

Ensure all purchase orders & trade catalogues/magazines are suitably filed away.

Work with the Accounts dept to resolve any supplier invoice disputes as quickly as possible to avoid any disruption to the supply chain.

In conjunction with the Stores Manager take positive action to reduce the level of potential redundant stock developing within the Store.

Ensure all systems for the control of receiving, storing & issuing of goods & parcels are complied with in line with department/resort procedure.

Liaise with the Stores Manager/Cost Controller on issues relating to product or store codes, item descriptions, category groupings, inventory levels & unusual stock movements.

Provide input & encourage contributions from team members for ideas that would make a positive impact on the efficiency of the Purchasing & Stores operation.

Training

Responsible for attending all required training as scheduled.

Leadership

Maintains an understanding of the departmental objectives and contributes to a positive team environment, focussed on achieving the ultimate Department experience.

Is present for all briefings and debriefs conducted by the Supervisor on duty.

Team Building

Responsible for contributing to team building sessions both within and outside the resort.

Checking

Contributes to the gathering of information as directed by the Department Manager including customer feedback, staff feedback, financial performance and any other as required.

Evaluation

Contribute to compiling periodic reports based on the checking process.

Contributes to the analysis of information gathered and in proposing changes within the department.

Innovation

Supports the implementing of changes to ensure continuous innovations and improvements are made within the department.