Purchasing Assistant

2 weeks ago

Birkenhead, United Kingdom Village Hotels - Central Team - Purchasing Full time

**Job Title: Village Group-Purchasing Assistant( Maternity Cover Circa 6/9 months ) **-** **Reporting To**:Group Purchasing Manager

**Location**:Based Wirral/ North West, with occasional travel and overnight stays required

**Job Summary**

Integral supporting role to the central procurement function and to the hotel teams. Communicate effectively with the business to ensure seamless rollout of procurement projects supporting - understanding, implementation and compliance, working closely with the HOD’s building good relationships with all stakeholders. Working on a day-to-day basis with the Group Purchasing Manager. Ensuring **all administrative **tasks are delivered in a timely and accurate way.

Support Purchasing Manager to administer procurement central income and track and record income in the specified format

Support the Procurement Manager to ensure seamless rollout of procurement projects supporting - understanding, implementation and compliance, working closely with the HOD is building good relationships with all stakeholders

**Essential Focus**:
**Contract administration, finalization and audit **for completeness and tracking prior to sign-off

**Key liaison between Purchasing Manager and suppliers and the business to ensure effective deal implementation / adherence ** **Supporting properties and functional heads with ad hoc purchasing requirements**

Coordinating supplier support for **hotel new openings & refurbishments ** **Support ad-hoc projects **/Market research, evaluations and present Recommendations to Purchasing Manager

**Monthly reporting, **tracking, review & forecasting of financial performance by supplier

**Generate supplier invoicing requests **-** supporting Procurement Manager**

**Task Detail**

**Contracts, suppliers and internal customers**
- Maintain electronic catalogue & database of all (signed) supply contracts - Support the Purchasing Manager - Tendering, implementation and management of contracts for all hotel products and services. Benchmarking and price comparisons are key for 2023
- Assist with the management of the Service Level Agreement for key contracts - Resolution of hotel supplier issues in accordance with the Service Level Agreements.
- Liaison with properties and other stakeholders regarding rationale, interpretation and adoption of purchasing contracts
- Support Hotels as necessary with individual Ad Hoc purchasing requirements

**Monthly Reporting**
- Support the Purchasing Manager to prepare and present budget information - category pricing guidance, rebates/listing projections (plus all other supplier funds available)
- Contract performance monitoring, tracking and exception reporting - Support the preparation of monthly income re-forecast by supplier v budget v LY current format already in place
- Prepare monthly listing of monies due for raising of invoices
- Support debt collection process to terms
- Support all contracts being maximized in terms of take up and performance / compliance
- Leakage from contracts is identified and rectified
- Prepare supporting data to facilitate quarterly market ‘benchmark’ reviews of category net pricing as relevant projects arise
- Collation & assessment of tender data together with pricing analysis - Net price benchmarking with competitors and market changes

**Talents, Skills and Knowledge**

**Person Specification**
- Strong written and oral communication skills - able to work on your own
- Naturally organized, capable of dealing simultaneously with multiple draft documents and electronic data files
- Assertive and confident to challenge
- Attention to the detail
- Strong numerically & commercially, ideally 2 years of proven experience in a commercial environment
- Team player, track record of forging great relationships with ‘internal customers’
- ‘Can do attitude’ and able to maintain effectiveness in a pressurized environment
- **IT literate, particularly Excel. Word and PowerPoint**
- Clean driving license and able to travel intermittently, occasional overnight stays

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