Director Purchasing

Job Description

Job Description

Company Description

Fairmont Dallas, located in the Arts District of downtown Dallas, offers 545 elegant guestrooms and suites, with over 73,000 square feet of flexible meeting space. For over 50 years, Fairmont Dallas has been the setting for countless civic, social cultural, convention and corporate events, setting the stage for countless memories.

Summary of Responsibilities:

Reporting to the Director of Finance & Business Support, responsibilities and essential job functions include, but are not limited to the following:

Purchasing

• Oversee and participate in the procurement of materials, equipment, supplies and services necessary to support the Hotel
• Lead and develop purchasing team, providing training and performance management
• Supervise all procurement activities and approve purchase orders to ensure compliance with company Standard Operating Procedures
• Manage the receipt of all incoming products; including verifying products have the proper quality, proper weight, agreed upon quantity and appropriate temperature, as applicable
• Timely ensure the receipt and closure all POs through either direct action or administrative oversight 
• Manage vendor set ups in both the back office system (Oracle GFS) and the Purchasing System (Birchstreet), to include proper vendor activation in both systems and interface
• Collaborate with departments to anticipate demand and coordinate purchasing activities, including short lead Banquet requirements to ensure sufficient stock, and coordinate orders with each department
• Attend BEO meetings for large groups or those with special requirements
• Act as liaison with Entegra representative (or current Group Procurement Manager) to ensure approved vendors perform per contract, property is maximizing approved vendor usage and off brand vendors and services are pushed into the current Group Procurement Manager program, as an official vendor
• Negotiate and qualify non Group Procurement Manager (currently Entegra) suppliers to ensure reasonable and appropriate to service the Hotel including facilities inspections, certificates of insurance, product specs in alignment with the standard, and other key performance metrics, and ensure maximum company benefit
• Initiate cost reductions through standardization of materials, value analysis and seek opportunities for new or improved products or services.  Present to the appropriate Division/Department Heads
• Communicate temporary product substitutions or brand standard changes and perform a cost analysis
• Ensure prompt payment of invoices through expeditiously addressing pending clarification invoices, actively addressing vendor concerns and reconciling statements, daily invoice scanning to the shared services mailbox (CASD) and working closely with the A/P team
• Communicate and lead the monthly inventory process in accordance with the SOP 
• Produce and distribute a daily F&B cost report and work closely with the Chef and F&B Director to perform an analysis of the cost vs. sales as per the SOP and reconcile back to the G/L.
• Place liquor, beer, and wine orders as required. Work closely with TABC vendors and manage beverage invoices from order to payment and ensure 100% compliance with TABC Credit Law, as per the local SOP
• Update the purchasing system (Birchstreet) with the current monthly forecast and ensure department leaders are trained in check book management, and facilitate and track purchasing user training
• Manage user access, approval routing and Birchstreet matrix
• Maintain the contract critical date list in Contract Works and lead contract termination, renewals and negotiations
• Successful complete all other tasks as assigned

Operations/Management

• Supervise supply areas and have working knowledge of inventory system
• Maintain productivity and labor cost goals
• Chair daily pre-shift and monthly department communications meetings
• Achieve EES objectives and develop action plans for department; including improving communications, coaching, mentoring and task accomplishment
• Follow-up on departmental health and safety standards
• Ensure all company standards and product specifications are maintained
• Comply at all times with Fairmont standards and regulations to encourage safe and efficient hotel operations
• Train and supervise Receiving Clerks and Storekeepers
• Operate in compliance with all Local, State/Provincial, and Federal laws and government regulations
• Manage and/or schedule department personnel
• Attend various property meetings and communicate relevant departmental and or purchasing updates
• Track F&B purchases and report F&B cost updates

Customer Service/Other

• Approach all encounters with guests and employees in a friendly, service-oriented manner
• Maintain high standards of personal appearance and grooming, which includes wearing the proper uniform and name tag
• Adherence to corporate standards as set forth by the brand

• Graduate of a Hotel Management, Business Program or related degree
• 3-5 years of leadership experience in purchasing, with at least 2 years in the hospitality industry – preferably for a large hotel, resort, or convention facility
• Familiar with all Local, State/Provincial, and Federal laws and government regulations – not limited to import regulations, brokers and customs, food and liquor, Health, and employment/workplace safety.
• General knowledge of equipment and supplies used in a hotel environment including food and beverage products, alcoholic and non-alcoholic
• Experience with BirchStreet eProcurement/Inventory/Recipe system
• Understanding of basic accounting practices
• Experience with Microsoft Office – Word, Excel, Outlook, as well as purchasing/accounting software, and labor control software (i.e. Watson, Timesaver)
• Demonstrate excellent interpersonal, organizational and administrative skills
• Possess strong communication skills, both written and verbal

Physical Aspects of Position include but are not limited to the following:

• Frequent standing and walking throughout shift
• Frequent lifting and carrying up to:
• Frequent kneeling, pushing, pulling, lifting
• Frequent ascending or descending ladders, stairs and ramps

What’s in it for you:

• Paid time off
• Medical, Dental and Vision Insurance, 401K
• Complimentary Shift Meal
• Employee benefit card offering discounted rates in Accor worldwide
• Learning programs through our Academy designed to sharpen your skills
• Ability to make a difference through our Corporate Social Responsibility activities, such as Planet 21
• Career development opportunities with national and international promotion opportunities