Materials Associate

Organization: Andaz Delhi

About the Role

• Thoroughly understands 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 Materials Management.
• Ensures the security and maintenance of a clean and organized storeroom and receiving area, including the receiving office, receiving dock, and adjoining areas.

Key Responsibilities

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 the kitchen.
• Maintains inventory items, par stock items, re-order points, item listings, and Unit of Measure through the use of SCALA.
• Ensures that every kitchen outlet 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 quotations for all food purchase requests.
• Ensures that inventory items are stored properly and issued in FIFO rotation to minimize 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 of 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 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 condition.
• Ensures the FIFO procedure is being observed when issuing out items to user departments.
• Ensures the security and maintenance of a clean and organized 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 stored at the right temperature and in designated sections/racks.
• Ensures no expired items are being issued to the user department.
• Reports to the Assistant Manager - Materials for necessary action on excessive stocks of any slow-moving items prior to the expiry date.
• Ensures all items in the store are accurately recorded in the store inventory.
• Ensures all proper documents with approval are received prior to issuing out any items from the store.
• Ensures all items received from the suppliers or contractors meet the Hotel’s requirements and specifications.

Administration

• Answers and routes incoming telephone calls.
• Maintains, creates, and routes all administrative paperwork related to or to be distributed by the Materials Department.
• Maintains item records and forms as required by the corporate management and policies.
• Compiles statistical reports as required by the Assistant Manager - Materials.
• Mails, faxes, and forwards approved Purchase Orders to respective suppliers.

Financial

• Ensures that all hotel, company, and local rules, policies, and regulations relating to financial record keeping, money handling, and licensing are adhered to, including the timely and accurate reporting of financial information.

People

• Handles all guest and internal customer complaints and inquiries in a courteous and efficient manner, following through to ensure problems are resolved satisfactorily.
• Maintains positive guest and colleague interactions with good working relationships.

Other Duties

• Attends and contributes to all training sessions and meetings as required.
• Exercises responsible behavior at all times and positively represents the hotel team and Hyatt International.
• Maintains strong, professional relationships with relevant representatives from competitor hotels, business partners, and other organizations.
• Reads the hotel's Employee Handbook and has an understanding of and adheres to the hotel's rules and regulations, and in particular, the policies and procedures relating to computer resources, fire, hygiene, health, and safety.
• Ensures high standards of personal presentation and grooming.
• Responds to changes in the Materials function as dictated by the industry, company, and hotel.
• Carry out any other reasonable duties and responsibilities as assigned.