DEFINE PURCHASING?

Purchasing is a function concerned with the search, selection, purchase, receipt, storage and final use of a commodity in accordance with the catering policy of the food and beverage establishment.

Objective of purchasing:

  • A qualified and honest purchasing agent
  • A sound set of standard purchase specification
  • Effective buying methods and procedures.
  • Centralized purchasing- only one person buys all the food, beverage and supplies of all kind.
  • The executive chef should be consulted in all purchases pertaining to his department.
  • All major purchases- such as direct importations – have to be authorized by management.
  • A perpetual record of purchase unit prices will be instituted.
  • The purchasing unit agent will develop and establish a record of standard purchase specifications.
  • The purchasing agent/officer should use a daily purchase quotation sheet in order to maintain competitive buying.

JOB DUTIES AND TASKS FOR: “PURCHASING MANAGER”

1) Maintain records of goods ordered and received.
2) Locate vendors of materials, equipment or supplies, and interview them in order to determine product availability and terms of sales.
3) Prepare and process requisitions and purchase orders for supplies and equipment.
4) Control purchasing department budgets.
5) Interview and hire staff, and oversee staff training.
6) Review purchase order claims and contracts for conformance to company policy.

7) Analyze market and delivery systems in order to assess present and future material availability.
8) Develop and implement purchasing and contract management instructions, policies, and procedures.
9) Participate in the development of specifications for equipment, products or substitute materials.

10) Resolve vendor or contractor grievances, and claims against suppliers.
11) Represent companies in negotiating contracts and formulating policies with suppliers.
12) Review, evaluate, and approve specifications for issuing and awarding bids.
13) Direct and coordinate activities of personnel engaged in buying, selling, and distributing materials, equipment, machinery, and supplies.
14) Prepare bid awards requiring board approval.
15) Prepare reports regarding market conditions and merchandise costs.
16) Administer on-line purchasing systems.
17) Arrange for disposal of surplus materials.

JOB DUTIES AND TASKS FOR: “RECEIVING CLERK
The Purchasing/Receiving Clerk is responsible for proper receiving, storing and issuing of all products and maintenance of general storerooms under the guidance of the direct supervisor.

  1. Inspects and unpacks all merchandise received, and stocks/stores it. Insure that all invoices are properly accounted for at all times.
  2. Assists management in keeping the storeroom properly organized
  3. Assists in annotating pricing and adjustments, if needed, in the end of the month inventory; also being aware of the importance of the first in/first out (F.I.F.O.) rotation.
  4. Assists with end-of-month inventories.
  5. Maintain the cleanliness of storerooms and designated workstations.
  6. Maintain a list for out of stock/goods not received “items” so that follow-up can be made.
    Verify that no requisitions are left open (all requisitions should be completed and closed out). 
  7. Responsible for in- & outgoing guest packages
  1. Receive & log incoming guest packages in go concierge. 
  2. Notify guests of incoming packages
  3. Work closely with bellman to ensure timely delivery of package. 
  4. Store & organize guest packages for easy access for “after hour inquiry” 
  5. Charge guest “package handling fee”
  6. Follow up on packages that cannot be matched to in-house guest. 
  7. Log & ship outgoing guest packages.