Receiving Manager

Receiving Manager
Responsibility for receiving purchases, supplies and verifying good received from requisitions and purchase orders. Advises other departments on goods received, receiving procedures and maintains full and up-to-date information regarding receipt of goods compliance to approved purchase orders and requisitions. Review and understand suppliers, quotations, and approved purchase orders. Coordinate receiving of goods as ordered and communicates with end-users on supplier adherence to approved purchase orders and quotations. Keeps close contact with hotel purchases and suppliers to maintain up-to-date market and product information ensuring compliance with receipt of goods and services. Validate compliance adherence on price, quantity, and quality of received goods from regular suppliers for daily food and beverage purchasing based and all goods entering the hotel compared regular quotations and approved purchase orders. Identify supplier offers or extended rebate programs as a measure against the receipt of goods bills of lading and invoices received. Troubleshoot vendor delivery issues. Prepares and submits variance reports daily to the Assistant Director of Finance, Manager of Internal Controls, Purchasing Department and Department heads placing the purchase order or requisitions. Ensures receiving agents properly receive and inspect shipments for quantity, quality and pricing match the purchase orders and requisitions. Reports discrepancies or damage to department leaders, Manager of Internal Controls and Assistant Director of Finance.  Coordinate tasks and work with other departments; serve as a departmental role model or mentor; assign and ensure work tasks are completed on time and that they meet appropriate quality standards. Inventory portfolio covers around 4,000 various food items and 2,000 items selection of wine, liquor and beer. Must be able to work a flexible schedule; long hours, late evenings, shift work, split-shifts, weekends and public holidays. Must be physically fit and have the ability to move, lift, carry, push, pull, and place objects weighing less than or equal to 50 pounds without assistance. Work with Pallet Jacks and Fork Lift machinery. Beside machinery equipment availability, a lot of manual labor is involved. Report work related accidents, or other injuries immediately upon occurrence to manager. Complies with any reasonable requests as directed by senior leaders.
The ideal candidate must have:
•    Minimum of 2-4 years of experience at a luxury hotel/resort in a leadership capacity in procurement, purchasing or related professional area.
•    Bachelor’s degree in Business Administration, Hotel and Restaurant Management or related major
•    Strong computer skills and the ability to solve problems and make decisions without supervision. 
•    Ability to work with a diverse team
•    Ability to work flexible hours, including weekends and public holidays
•    Excellent communication skills in English (verbal and written)
•    Must be detailed oriented, able to multi-task, and have good time management skills

CORE WORK ACTIVITIES 

Manage Receiving function and compliance with Supplier and Vendor specifications.

• Reviews and understand suppliers, quotations, and approved purchase orders.
• Coordinates receiving of goods as ordered and communicates with end-users on supplier adherence to approved purchase orders and quotations.
• Keeps close contact with hotel purchases and suppliers to maintain up-to-date market and product information ensuring compliance with receipt of goods and services.
• Validates compliance adherence on price, quantity, and quality of received goods from regular suppliers for daily food and beverage purchasing based and all goods entering the hotel compared regular quotations and approved purchase orders.
• Identifies supplier offers or extended rebate programs as a measure against the receipt of goods bills of lading and invoices received.
• Troubleshoot vendor delivery issues.

Managing Procurement Activities

• Receives orders and expedites deliveries from the receiving dock to the storerooms and departments purchasing products. 
• Ensures the second receiving control and requirement is in place; the receiving department receive the goods directly from the supplier, stamp the bill of lading, invoices received, signature and date the documents followed by the storerooms or departments receiving the goods a second time from the receiving department as a check on a check; signing receipt of the goods from the receiving department, with additional stamp received, signatures and date establishing the goods being check and received a second time before entering operations. 
• Prepares and submits variance reports daily to the Assistant Director of Finance, Manager of Internal Controls, Purchasing Department and Department heads placing the purchase order or requisitions. 
• Supports opportunities for green procurement and actively participates in the recycling program.
• Ensures receiving agents properly receive and inspect shipments for quantity, quality and pricing match the purchase orders and requisitions. 
• Ensure verification against the purchasing order and packing slips.
• Refuse acceptance of damaged, unacceptable, or incorrect items, track refusal of items, and communicate to appropriate management. 
• Reports discrepancies or damage to department leaders, Manager of Internal Controls and Assistant Director of Finance. 
• Ensures receiving logs are updated daily along with Marriott’s purchasing, receiving and inventory systems (Hot Shop Birch Street) upon implementation. 
• Collaborate closely with Assistant Director of Finance, Manager of Internal Controls and Department Heads on all receiving matters of goods and services through the receiving dock. 
• Offers suggestions to other departments to achieve cost savings while still fulfilling their requirements.

Additional Responsibilities 

• 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.

• Interacts with kitchen staff, vendors and Executive Chef.

• 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.

Managing Discipline Work, Projects, and Policies 

• Coordinates and implements accounting work and projects as assigned.

• Coordinates, implements, and follows up on audits for all areas of property operations.

• Complies with Federal and State laws applying to operations procedures.

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

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

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

• Balances ledgers.

Supporting Property Operations

• Works with operations teams to develop an operational strategy that is aligned with the brand’s business strategy and leads its execution.

• Reviews comment cards, guest satisfaction results and other data to identify areas of improvement.

• Evaluates if discipline teams are meeting service needs and provides feedback to teams.

• Participates in walk-throughs on property to ensure that all areas are well maintained and preventative maintenance processes are in place.

• Tours building on a regular basis speaking with employees and guests to understand business needs and assess operational opportunities.

• Reviews findings from comment cards and guest satisfaction results with leadership team and ensures appropriate corrective action is taken.

• Works with team to put sustainable work processes and systems in place that support the execution of the strategy.

• Reviews reports and financial statements to determine operations performance against budget.

• Communicates a clear and consistent message regarding departmental goals to produce desired results.

Managing and Monitoring Activities that Affect the Customer and Guest Experience

• Provides excellent customer service by being readily available/approachable for all customers and guests.

• Takes proactive approaches when dealing with customers and guest concerns.

• Extends professionalism and courtesy to customers and guests at all times.

• Responds timely to customer service department request.

• Ensures all team members meet or exceed all hospitality requirements.

Supporting Profitability

• Supports annual quality audits.

• Reviews financial statements, sales and activity reports, and other performance data to measure productivity and goal achievement and to determine areas needing cost reduction and program improvement.

Supporting Safety Standards and Work Procedures

• Implements property emergency plan.

• Provides a safe working environment in compliance with Occupational Safety and Health Administration/MSDS.

• Implements and sustains property accident prevention programs.

• Follows property-specific recovery plans.

Additional Responsibilities 

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

• Demonstrates self confidence, energy and enthusiasm.

• Manages group or interpersonal conflict.

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

• Manages time and possesses organizational skills.

• Presents ideas, expectations and information in a concise, organized manner.

• Uses problem solving methodology for decision making and follow up.

• Makes calls if necessary.

 

 
Every day, we set the standard for rare and special luxury service the world over and pride ourselves on delivering excellence in the care and comfort of our guests.

 
Your role will be to ensure that the “Gold Standards” of The Ritz-Carlton are delivered graciously and thoughtfully every day. The Gold Standards are the foundation of The Ritz-Carlton and are what guides us each day to be better than the next. It is this foundation and our belief that our culture drives success by which The Ritz Carlton has earned the reputation as a global brand leader in luxury hospitality. As part of our team, you will learn and exemplify the Gold Standards, such as our Employee Promise, Credo and our Service Values. And our promise to you is that we offer the chance to be proud of the work you do and who you work with.

 
In joining The Ritz-Carlton, you join a portfolio of brands with Marriott International. Be where you can do your best work, begin your purpose, belong to an amazing global team, and become the best version of you.