Fairmont Dallas, located in the Arts District of downtown Dallas, offers 545 elegant guestrooms and suites, with over 73,000 square feet of flexible meeting space. For over 50 years, Fairmont Dallas has been the setting for countless civic, social cultural, convention and corporate events, setting the stage for countless memories.
Job Description
Summary of Responsibilities:
Reporting to the Director of Finance & Business Support, responsibilities and essential job functions include, but are not limited to the following:
Purchasing
- Oversee and participate in the procurement of materials, equipment, supplies and services necessary to support the Hotel
- Lead and develop purchasing team, providing training and performance management
- Supervise all procurement activities and approve purchase orders to ensure compliance with company Standard Operating Procedures
- Manage the receipt of all incoming products; including verifying products have the proper quality, proper weight, agreed upon quantity and appropriate temperature, as applicable
- Timely ensure the receipt and closure all POs through either direct action or administrative oversight
- Manage vendor set ups in both the back office system (Oracle GFS) and the Purchasing System (Birchstreet), to include proper vendor activation in both systems and interface
- Collaborate with departments to anticipate demand and coordinate purchasing activities, including short lead Banquet requirements to ensure sufficient stock, and coordinate orders with each department
- Attend BEO meetings for large groups or those with special requirements
- Act as liaison with Entegra representative (or current Group Procurement Manager) to ensure approved vendors perform per contract, property is maximizing approved vendor usage and off brand vendors and services are pushed into the current Group Procurement Manager program, as an official vendor
- Negotiate and qualify non Group Procurement Manager (currently Entegra) suppliers to ensure reasonable and appropriate to service the Hotel including facilities inspections, certificates of insurance, product specs in alignment with the standard, and other key performance metrics, and ensure maximum company benefit
- Initiate cost reductions through standardization of materials, value analysis and seek opportunities for new or improved products or services. Present to the appropriate Division/Department Heads
- Communicate temporary product substitutions or brand standard changes and perform a cost analysis
- Ensure prompt payment of invoices through expeditiously addressing pending clarification invoices, actively addressing vendor concerns and reconciling statements, daily invoice scanning to the shared services mailbox (CASD) and working closely with the A/P team
- Communicate and lead the monthly inventory process in accordance with the SOP
- Produce and distribute a daily F&B cost report and work closely with the Chef and F&B Director to perform an analysis of the cost vs. sales as per the SOP and reconcile back to the G/L.
- Place liquor, beer, and wine orders as required. Work closely with TABC vendors and manage beverage invoices from order to payment and ensure 100% compliance with TABC Credit Law, as per the local SOP
- Update the purchasing system (Birchstreet) with the current monthly forecast and ensure department leaders are trained in check book management, and facilitate and track purchasing user training
- Manage user access, approval routing and Birchstreet matrix
- Maintain the contract critical date list in Contract Works and lead contract termination, renewals and negotiations
- Successful complete all other tasks as assigned
Operations/Management
