PURCHASING AGENT - Hotel Department

JOB SUMMARY

This position supports all aspects Hotel Purchasing on and off the vessels, including day to day management of vendors, orders, requisitions as well closing invoices as per our purchasing flow procedures.

WE ARE LOOKING FOR

Global sourcing experience a plus

Exceptional negotiation skills

Manage a buying calendar for internal and third-party providers to ensure timely delivery of product

Strong communication skills and the confidence to interact with vendors, and shipboard office teams

Strong Excel and Word skills. MXP or other purchasing/inventory software experience preferred

Self-motivated, self-sufficient, and ability to multi-task

Detail-oriented with strong organizational skills

Dynamic and persistent personality; results oriented

Quick learner who can take initiative and assume accountability

 

ESSENTIAL DUTIES

To perform this job successfully, the employee must be able to perform each essential duty satisfactorily.  Additional duties may be added or assigned at any time.

• Fulfills properly approved vessel requisitions for provisions, hotel equipment and consumables
• Creating, getting approved and sending purchase orders to pre-selected suppliers
• Coordinates fulfillment and delivery with vendors
• Matching invoices and purchase orders to assure pack size, quantity and price match for the vessels receiving
• Manages storing schedule in purchasing system for assigned vessels, including container and local orders
• Updates and organizes the ‘Commercial Invoices’, for multiple warehouses to assure delivery details are accurate and received complete
• Communicating with the vessels on requisition status, fulfillment and delivery details
• Manages discrepancies for the vessels, obtaining credits when required
• Manages administrative tasks including tracking orders, matching invoices to assure delivery is complete and pack sizes are as originally quoted and ordered
• Assists with updating and improving product specifications
• Assists with evaluating sources of supplies and new suppliers in local ports

• Ensures proper specifications are adhered to in all deliveries.
• Works with Hotel operations business owner to deal with discrepancies and substitutes at a timely manner to ensure vessels received what’s needed for guest operation.

Administrative

• Manages administrative tasks of purchasing, including tracking packing slips, ensuring purchases are received as ordered and pricing matches purchase order commitment(s)
• Reviews and approves invoices, follows up with vendors to rectify pricing or payment term discrepancies
• Communicates with onboard personnel regarding requisition status and anticipated delivery details
• Supports other purchasing & port operations personnel to provide departmental support and back up.

 

GENERAL QUALIFICATIONS

Education/Experience

• Bachelor’s degree in business or purchasing preferred. 
• Previous purchasing experience required. 
• Experience in food and beverage purchasing and/or hotel or restaurant purchasing preferred.  Experience on passenger vessels preferred.
• Must have excellent organization, communication, and multi-tasking skills. 
• A problem solver, and outside the box thinker, the candidate should be able to meet constant deadlines

Communication Skills 

Using the English language, this person must have an ability to read, write, and comprehend order specifications, catalogues, invoices, correspondence, and memos.   Must also possess the ability to effectively communicate--both in writing and orally--with a professional demeanor.  Sound yet fair negotiating skills desired.

Other Skills/Abilities

MXP or other purchasing/inventory management system preferred.  Excellent communicator, and relationship builder, the ideal candidate thrives on exceptional customer service. 

Proficient computer skills in the Windows operating system, including both word-processing and spreadsheet applications. 

The employee must frequently lift and/or move up to 10 pounds and occasionally lift and/or move up to 50 pounds. The ability to work independently as well as with others in a team environment.

Occasional travel may be required.

Must possess or be able to obtain a valid driver's license.