Purchasing Manager in Highlands Inn at Hyatt Residence Club

Date Posted: 6/10/2021

Job Snapshot

Job Description

Job Summary  

As a member of the professional staff, contributes general knowledge and skill in a discipline area (e.g. Food & Beverage, Accounting, Finance, Information Resources, Operations Planning - Support) to support team and/or department objectives. Generally, works under close supervision or within well-established guidelines to complete routine tasks.   


Invoice processing, purchase order processing, manage vendor relations, pcard purchases, Food - Beverage (F&B) inventory, ancillary cost of goods margin analysis, F&B inventory audits, catering invoice processing and analysis, reviews and process F&B product.


Specific Expected Contributions 

  • Supports the development of annual operating budgets and provides analytical support during budget reviews to identify cost saving and productivity opportunities.   

  • Managing work, projects, policies, and standards for purchasing across departments  

  • Generates and provides accurate and timely results in the form of reports, presentations, etc

  • Compiles, codes, categorizes, calculates, tabulates, audits, or verifies information or data. 

  • Assists F&B in all aspects of purchasing (e.g., Food, Beverage and Controllable Costs) to ensure quality and profitability.  

  • Assists F&B in maintaining/lower budgeted food/beverage/controllable costs.  

  • Enforces first in/first out inventory rotation for all storeroom products.   

  • Maintains sanitation and safety standards as specified in the brand guidelines.   

  • Ensures that proper safeguards are in effect for the security of the storeroom assets.   

  • Enforces item use-up with storeroom personnel and F&B management to keep inventory at lowest level possible levels.   

  • Checks invoice on goods received against shipment to ensure quantity, quality, weights and purchase specifications are as ordered.   

  • Uses existing computer programs to perform daily and period end F&B costs.   

  • Maintains inventory controls for proper levels, dating, rotation, requisitions, etc., days on hand as well as update costs to match latest invoices.   

  • Completes administrative tasks on a timely basis (e.g., C-7s, menu costing, general office duties). 

  • Completes period end inventory according to F&B and Accounting standard operation procedures and with the most updated costs.   

  • Calculates figures for F&B inventory.   

  • Ensures that price and product availability issues are communicated as needed to the F&B Manager and Director of Operations.   

  • Will assist F&B with emergency product pickup from local stores as needed.   

  • Ensures all SOP's and LSOP's are adhered to by all associates.   

  • Receives and inspects all deliveries.   

  • Maintains an accurate controllable log and beverage perpetual including checkbooks transfer and waste logs.   

  • Ensures accurate administration of all invoices, and adherence to proper bookkeeping procedures.   

  • Ensures toner (for print /copiers) par levels are filled to support resort operations. Make purchases and returns of toners as needed to maintain par levels.   

  • PBX Financials -- review period activity and complete financial critiques each period. This includes forecasting and budgeting as well.   

  • Contract Processing Champion -- ensure insurance limits are supported by risk management guidelines and are stated in contracts and supported by current COI's. Check vendor business licenses to be active and correct.

  • License Tracking -- ensure all site licenses (State, County, etc) are current and posted.

  • Complete PC lease audit quarterly.   

  • Complete Capex audit annually with Director of Finance and department managers.   

  • Timely and accurate processing of site incentives, awards and other payroll payment types to payroll with all support. Meets all payroll deadlines. 

  • Demonstrating and applying accounting knowledge to purchasing operations.   

  • Demonstrates knowledge of job-relevant issues, products, systems, and processes.   

  • Uses computers and computer systems (including hardware and software) to program, write software, set up functions, enter data, or process information.   

  • Uses relevant information and individual judgment to determine whether events or processes comply with laws, regulations, or standards.  

  • Keeps up-to-date technically and applying new knowledge to your job.   Utilizes interpersonal and communication skills to lead, influence, and encourage others; advocates sound financial/business decision making; demonstrates honesty/integrity; leads by example.   

  • Ensure disciplinary situations are addressed in timely fashion and with consistency.   Maintaining finance and accounting goals   

  • Submits reports in a timely manner, ensuring delivery deadlines.   

  • Ensures profits and losses are documented accurately.   

  • Achieves and exceeds goals including performance goals, budget goals, team goals, etc. 

  • Develops specific goals and plans to prioritize, organize, and accomplish your work.   

  • Monitors all taxes that apply, ensuring that taxes are current, collected and/or accrued.  

  • Provides information to supervisors, co-workers, and subordinates by telephone, in written form, e-mail, or in person.   

  • Analyzes information and evaluating results to choose the best solution and solve problems. 

  • Uses existing computer programs effectively to post invoices, update items and costs.   

  • Attends and participates in all pertinent meetings.   

  • Provide direction and assistance to other organizational units regarding accounting and budgeting policies and procedures, and efficient control and utilization of financial resources. 

  • Informs and/or updates the executives, the peers and the subordinates on relevant information in a timely manner.   

  • Participates in the development of a diverse, high-caliber talent that can make a bold positive impact on the organization.   

  • Creates a working environment that enables the retention of top talent and where individuals perform at their best. Fosters teamwork and encourages work across departments   

  • Orients resort managers to the purchase managers function and coaches to effectively manage their departments related tasks (see job summary).   

  • Uses all available on the job training tools for associates; supervises on-going training initiatives and conducts training when appropriate.   

  • Communicates performance expectations in accordance with job description when appropriate 

  • Ensures that regular on-going communication with resort managers and associates to create awareness of business objectives and communicate expectations, recognizes performance and produces desired results.   

  • Celebrates successes and ensures associate recognition is taking place.   

  • Actively participates in achieving in Associate Experience Survey goals.   

  • Participates in Children's Miracle Network fundraising activities.   

  • Performs other duties as assigned to meet business needs.  


Specific Candidate Profile 


4-year bachelor's degree in Finance and Accounting or related major or related work experience preferred.   

Hyatt Residence Club is an equal opportunity employer committed to employing a diverse workforce and sustaining an inclusive culture.


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