What are the responsibilities and job description for the Purchasing Manager position at Proper Hospitality LLC?
Description
Situated in Downtown’s Second Street District, Austin Proper Hotel & Residences is a luxury lifestyle hotel in Austin, just steps from Lady Bird Lake, the legendary Austin City Limits music venue and nearby boutiques. With inspiring interiors by Kelly Wearstler and culinary offerings in collaboration with MML Hospitality, Austin Proper offers 238 rooms and suites, a dedicated spa and fitness center, and 9,500 square feet of meeting and event spaces, including a rooftop pool deck offering small-batch tequilas and majestic lake views. Anything less just wouldn’t be Proper.
Job Summary
The Purchasing Manager is responsible for overseeing the procurement process, ensuring the timely and cost-effective acquisition of goods and services required for hotel operations. This role involves managing vendor relationships, negotiating contracts, maintaining inventory levels, and ensuring adherence to quality and budgetary guidelines. The Purchasing Manager will work closely with various departments to understand their needs and provide excellent service by delivering supplies that meet the hotel’s standards while maintaining cost-efficiency.
Essential Job Duties and Responsibilities
- Procurement & Vendor Management:
- Manage the purchasing process for all goods and services, including food, beverages, cleaning supplies, equipment, and other operational needs.
- Identify and establish relationships with reliable vendors and suppliers, ensuring competitive pricing and quality standards.
- Negotiate contracts and agreements with suppliers, ensuring favorable terms, pricing, and delivery schedules.
- Maintain an up-to-date list of approved vendors and ensure compliance with vendor agreements and performance standards.
- Monitor and evaluate vendor performance, addressing any issues and ensuring reliable supply chain operations.
-
Inventory Management & Control:
- Develop and implement inventory management systems to track and manage stock levels for all items.
- Work with department heads to forecast inventory needs and adjust purchasing schedules accordingly to avoid shortages or overstock.
- Conduct regular inventory audits to ensure accuracy and identify any discrepancies.
- Maintain accurate records of stock levels, usage rates, and purchases, ensuring compliance with budgeting and financial control guidelines.
-
Budget Management & Cost Control:
- Develop and manage the purchasing budget, ensuring that procurement activities are carried out within financial constraints.
- Monitor and control purchasing costs by negotiating competitive prices and evaluating cost-saving opportunities.
- Track purchasing expenditures and provide reports to senior management regarding purchasing trends, savings, and budget adherence.
- Proactively identify opportunities for cost reductions and implement strategies to achieve purchasing efficiency.
-
Collaboration & Communication with Departments:
- Work closely with other departments, such as Food & Beverage, Housekeeping, and Maintenance, to understand their needs and ensure timely delivery of necessary supplies.
- Communicate effectively with department heads regarding stock levels, ordering processes, and delivery schedules.
- Assist in resolving any supply chain or procurement issues that may affect operational efficiency.
-
Sustainability & Quality Assurance:
- Promote and implement sustainable purchasing practices by sourcing environmentally friendly products and materials.
- Ensure that all products and supplies meet quality standards and are compliant with health, safety, and industry regulations.
- Research and evaluate new products and suppliers to improve product offerings while adhering to budget and quality requirements.
-
Contract Administration & Documentation:
- Oversee the proper documentation and maintenance of all procurement contracts, orders, and other related paperwork.
- Ensure that all contracts, agreements, and pricing terms are accurately documented and accessible for review.
- Assist in managing the re-negotiation of supplier contracts as needed, ensuring continued value and service quality.
-
Compliance & Risk Management:
- Ensure compliance with all internal policies, local laws, and regulations regarding procurement and inventory management.
- Ensure all purchased goods are properly documented, handled, and stored in accordance with safety and quality standards.
- Address any procurement or vendor-related issues promptly to minimize risk to the hotel operations.
Education and/or Experience
- Bachelor’s degree in Business Administration, Supply Chain Management, Hospitality Management, or a related field preferred.
- 5 years of experience in purchasing, procurement, or supply chain management, preferably in the hospitality or hotel industry.
- Strong knowledge of procurement processes, inventory management, and cost control strategies.
- Experience with procurement software and tools is preferred.
Skills/Specialized Knowledge
- Excellent negotiation and communication skills, with the ability to build and maintain strong relationships with vendors and internal departments.
- Strong organizational and time-management skills, with the ability to prioritize tasks and meet deadlines.
- In-depth knowledge of purchasing principles, supplier management, and inventory control.
- Strong analytical skills with the ability to analyze data, track spending, and identify cost-saving opportunities.
- Knowledge of industry-specific regulations, standards, and best practices related to purchasing and procurement.
- Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and purchasing software.
Physical Demands
- Ability to sit for extended periods of time while working at a desk or computer.
- Ability to lift up to 25 pounds (e.g., office supplies or equipment).
- Occasional travel to visit suppliers or attend industry events.
Company Overview
Proper Hospitality is made up of a diverse group of passionate individuals who share a common love for hotels and the art of hospitality. Our philosophy is simple: There is a right way to do things and anything less just isn't proper. We are seeking out the best of the best from inside and outside of the industry to work alongside us as we grow a new kind of lifestyle Hospitality Company inspired by a centuries-old tradition. The work is challenging and fast-paced but rewarding above all.
Proper Hospitality provides equal employment opportunities to all employees and applicants for employment without regard to race, color, religion, sex, national origin, age, disability, gender, gender identity or expression, genetics, or any other federal/state protected category.
Proper Hospitality will consider qualified applicants with criminal histories in a manner consistent with local Fair Chance Hiring Ordinances.
