Materials Associate

· Thoroughly understands of the SCALA system (Materials Management System).

· Adheres to all policies with regard to the purchasing, receiving, issuing and storing of items/ goods in the Hotel.

· Ensures full compliance with the Departmental Operational Manual for all areas of the Materials Management.

· Ensures the security and maintenance of a clean and organised storeroom and receiving area, including the receiving office, receiving dock, and adjoining areas.

Purchasing

· Supports the day-to-day administrative operation of food purchasing within the Materials Department.

· Maintains food requisitions, purchase requests, purchase order files and records.

· Advises the Assistant Manager - Materials of unusual or excessively high consumption of inventory and non-inventory items.

· Enforces all operating and control procedures to ensure that movement of goods into and within the hotel is properly accounted for as instructed by the Assistant Manager - Materials.

· Assists and coordinates all product requisitions and specifications of food items from kitchen.

· Maintains inventory Items, par stock items, to be included as inventory items, re-order points, item listing, Unit of Measure through the use of SCALA.

· Ensures that every kitchen outlets in the hotel receives goods and services as required and to the standards they have specified.

· Creates Purchase Orders for all food and beverage requisitions through the use of SCALA.

· Sources and obtains price quotation for all food purchase requests.

· Ensures that inventory items are stored properly and issued in FIFO rotation to minimise wastage and spoilage.

Receiving

· Responsible for the accurate, timely receipt and strict accountability of all goods and services received by the hotel.

· Ensures the timely clearance of all freight from forwarders, customs clearance of inbound freight, and other activities required to ensure prompt delivery of imported materials to the hotel.

· Ensures proper documentation of all receiving activities, including local and imported materials.

· Responsible for the timely and accurate processing of all receipts into the Hotel’s computer system, including the daily reporting of all receiving activities to the Assistant Manager - Materials and the Accounting Department.

· Ensures prompt processing all vendor credit requests and vendor credit memos, as well as the prompt return of rejected products to vendors.

· Assists in monthly inventory counts and reconciliation.

· Ensures all items received from the suppliers or contractors meet the Hotel requirements and specifications.

· Ensures the quantities of all items received are accurate to the purchase order.

· Ensures no expired items or goods have been received from suppliers/ vendors.

Store

· Responsible for the accurate, timely issuing of items to respective departments.

· Ensures proper documentation of all issued items.

· Ensures all items issued to departments are in good conditions.

· Ensures the FIFO procedure is being observed when issuing out items to user departments.

· Ensures the security and maintenance of a clean and organised receiving area, including the Materials Office, receiving dock, and store areas.

· Ensures monthly inventory counts are being carried out as per the Hotel policies and procedures.

· Ensures all items are store