Director of Purchasing

Job Description

POSITION PURPOSE:

At Cipriani, the Director of Purchasing is responsible for overseeing all purchasing, procurement, receiving, inventory control, and related back-of-house operations. This position plays a critical role in ensuring operational efficiency, financial accountability, vendor performance, and the consistent availability of high-quality goods and supplies throughout the property.

The Director of Purchasing will develop and implement effective purchasing strategies, establish strong vendor partnerships, oversee receiving and inventory operations, and maintain organized, efficient, and well-managed back-of-house storage and receiving areas.

Working closely with Culinary, Food & Beverage, Finance, Housekeeping, Engineering, and other operational departments, the Director will identify opportunities to optimize costs, streamline processes, and maintain the highest standards of luxury hospitality.

ESSENTIAL FUNCTIONS AND DUTIES:

Purchasing and Procurement Management

• Develop and execute comprehensive purchasing and procurement strategies aligned with the property's operational and financial objectives.

• Oversee the purchasing of food, beverage, operating supplies, equipment, and other goods and services required for daily operations.

• Identify, evaluate, and negotiate with suppliers to secure competitive pricing, favorable terms, and high-quality products.

• Establish and maintain strong vendor relationships, ensuring consistent product quality, timely deliveries, and reliable service.

• Review and negotiate vendor contracts, pricing agreements, and purchasing terms to maximize value and minimize unnecessary expenditures.

• Establish and enforce purchasing policies, approval procedures, and internal controls to ensure consistency, transparency, and accountability.

• Collaborate with department heads to forecast purchasing requirements, establish appropriate par levels, and ensure operational needs are met.

• Evaluate purchasing trends, supplier pricing, and product alternatives to identify opportunities for cost savings without compromising quality.

Receiving and Inventory Management

• Oversee daily receiving operations, ensuring all deliveries are accurately inspected, documented, and distributed to the appropriate departments.

• Establish and maintain effective procedures for receiving, verifying, and reconciling deliveries against purchase orders and invoices.

• Ensure accurate inventory records and implement regular physical inventory counts, cycle counts, and reconciliation procedures.

• Monitor inventory levels, stock rotation, and product expiration dates to minimize waste, spoilage, shrinkage, and unnecessary expenditures.

• Establish appropriate inventory par levels and reorder procedures to prevent overstocking and shortages.

• Investigate and resolve inventory discrepancies, vendor shortages, damaged goods, and delivery-related issues.

• Coordinate with Finance to ensure accurate invoice processing, purchasing documentation, and timely resolution of discrepancies.

• Implement inventory management practices that support operational efficiency, financial controls, and accountability.

Back-of-House Operations and Organization

• Oversee the organization, efficiency, and operational standards of purchasing, receiving, storage, and related back-of-house areas.

• Ensure receiving docks, storage rooms, stockrooms, and designated inventory areas are maintained in a clean, safe, organized, and efficient manner.

• Establish and enforce procedures for the proper storage, handling, labeling, and distribution of goods and supplies.

• Ensure compliance with applicable health, safety, sanitation, and food storage requirements.

• Coordinate with Culinary, Stewarding, Housekeeping, Engineering, and other departments to address operational challenges involving storage, deliveries, and the movement of goods throughout the property.

• Identify opportunities to improve storage utilization, workflow efficiency, and overall back-of-house organization.

• Ensure proper handling and accountability of equipment, supplies, and inventory to minimize damage, loss, and unnecessary replacement costs.

• Maintain consistent operational standards and conduct routine inspections of assigned back-of-house areas.

Financial Management and Cost Control

• Develop and manage purchasing budgets in collaboration with Finance and department leadership.

• Monitor purchasing expenditures, budget variances, and product costs to identify trends and opportunities for improvement.

• Analyze vendor pricing, purchasing volumes, and departmental consumption to identify cost-saving initiatives.

• Prepare and present purchasing reports, inventory analyses, and cost-saving recommendations to senior management.

• Ensure purchasing decisions align with approved budgets, operational priorities, and established financial controls.

• Identify opportunities to consolidate purchasing, negotiate volume discounts, and improve procurement efficiencies.

• Support financial planning, forecasting, and annual budgeting processes.

Leadership and Departmental Collaboration

• Lead, supervise, train, and develop the Purchasing and Receiving teams, fostering a culture of accountability, professionalism, and operational excellence.

• Establish clear departmental expectations, performance standards, and procedures.

• Conduct regular performance evaluations, provide coaching, and address performance concerns as necessary.

• Collaborate closely with Culinary, Food & Beverage, Finance, Housekeeping, Engineering, and other departments to ensure purchasing and inventory needs are consistently met.

• Serve as the primary point of contact for purchasing-related operational issues and vendor escalations.

• Communicate effectively with senior management regarding purchasing performance, operational challenges, and opportunities for improvement.

• Promote a proactive, solutions-oriented approach to purchasing and back-of-house operations.

Systems, Compliance, and Process Improvement

• Oversee the effective utilization of purchasing, procurement, and inventory management systems.

• Maintain accurate purchasing records, vendor agreements, inventory documentation, and departmental reports.

• Develop and implement standardized operating procedures to improve efficiency, accuracy, and internal controls.

• Evaluate existing purchasing and receiving processes and recommend improvements to enhance productivity and accountability.

• Ensure adherence to company policies, purchasing authorization procedures, and applicable regulatory requirements.

• Maintain the highest standards of ethical conduct, confidentiality, and integrity in all purchasing and vendor-related activities.

KNOWLEDGE, EXPERIENCE AND SKILLS:

• Bachelor’s degree in hospitality management, Business Administration, Supply Chain Management, or a related field preferred.

• Minimum of six (6) years of progressive experience in purchasing, procurement, receiving, or inventory management within the hospitality industry.

• Previous experience in a purchasing leadership or managerial position within a luxury hotel, private members club, high-volume restaurant, or comparable hospitality environment strongly preferred.

• Demonstrated experience managing purchasing budgets, vendor negotiations, inventory controls, and receiving operations.

• Experience supervising and developing purchasing, receiving, or inventory teams.

• Strong understanding of hospitality operations, including food and beverage purchasing, operating supplies, equipment, and departmental inventory requirements.

• Strong negotiation skills with demonstrated success in vendor management, procurement, and cost control.

• Excellent organizational skills with the ability to manage multiple priorities in a fast-paced hospitality environment.

• Strong financial acumen, including purchasing analysis, budget management, inventory valuation, and cost-saving initiatives.

• Proficiency in purchasing and inventory management software, Microsoft Excel, and related reporting tools.

• Ability to analyze purchasing data, identify operational inefficiencies, and implement practical solutions.

• Strong leadership skills with the ability to train, motivate, and hold team members accountable.

• Excellent interpersonal and communication skills with the ability to collaborate effectively across multiple departments.

• Hands-on management approach with a strong attention to detail and commitment to operational excellence.

• Ability to resolve vendor disputes, delivery discrepancies, inventory issues, and other operational challenges efficiently.

• Strong understanding of proper storage procedures, inventory controls, and applicable health and safety standards.

• Professional demeanor, sound judgment, and a high level of integrity and discretion.

• Proficiency in English required; Spanish language proficiency preferred.

PHYSICAL ACTIVITIES AND REQUIREMENTS OF THIS POSITION:

• Ability to stand and walk for extended periods while conducting inspections and overseeing operational areas.

• Ability to lift, push, or pull items weighing up to 50 pounds, with or without reasonable accommodation.

• Ability to work in various back-of-house environments, including receiving areas, storage rooms, and refrigerated spaces.

• Flexibility to work weekends, holidays, and varying schedules based on operational needs.

• Ability to work effectively in a fast-paced hospitality environment while maintaining high standards of organization, safety, and professionalism.

INTENT AND FUNCTION OF JOB DESCRIPTIONS

All descriptions have been reviewed to ensure that only essential functions and basic duties have been included. Peripheral tasks, only incidentally related to each position, have been excluded. Requirements, skills, and abilities included have been determined to be the minimal standards required to successfully perform the positions. In no instance, however, should the duties, responsibilities, and requirements delineated be interpreted as all-inclusive. Additional functions and requirements may be assigned by supervisors as deemed appropriate. Job descriptions are not intended as and do not create employment contracts. The organization maintains its status as an at-will employer.

Cipriani is an equal opportunity employer.