FR1039 - Administrative Assistant Economat Procurement

Job description

Experience Proficiency in English; French is a plus Politeness, good organizational skills, reliability, and attention to detail Flexibility and honesty Experience in a similar position is valued Strong computer skills Management/supervisory experience Knowledge of health standards and HACCP required Skills & Knowledge Ability to work with people at all levels in the organization, supporting teamwork Strong communication skills, both verbal and written Excellent organizational skills with the ability to plan, organize, and analyze to achieve successful results Strong analytical and problem-solving skills Positive attitude Ability to handle multiple tasks and priorities, proactive in planning with the team to understand daily priorities, resources, and goals Education Desirable: Book-keeping or accounting background ESSENTIAL FUNCTIONS General Responsibilities Ensure all items from vendors are accurately and timely posted into Birchstreet as required by the business. Conduct price studies independently. Prepare and fill reports needed by Procurement or Accounting. Communicate effectively with vendors and the Operations Team to gather information. Provide reporting information and supporting documentation as needed by the business. Assist and support the Operations, Procurement, and Accounting Teams. Assist in developing and monitoring key internal controls to ensure adherence to management policies and procedures. Function and Responsibilities Inventory goods and products and manage stock. Anticipate and reorder products before stock runs out. Request quotes from suppliers. Maintain relationships with colleagues to understand their needs and priorities. Monitor compliance with the allocated procurement budget. Ensure timely delivery. Control the quantity and quality of products, food items, and other goods. Distribute products in F&B services. Keep records of orders. Maintain regular presence according to MVW standards, based on hotel needs. Maintain high standards of presentation and dress, including wearing a uniform and badge. Comply with MVW standards and regulations to ensure a safe and efficient work environment. Use existing programs for invoice transmission and daily/periodic maintenance of supply costs. Maintain an up-to-date entry control log. Report to the manager in case of purchasing process issues. Check receipt invoices against orders to ensure quality, weight, and specifications. Enforce the First-in/First-out procedure to ensure proper rotation of perishable goods. Conduct end-of-period inventories according to Food and Beverage and accounting SOP standards. Carry out or delegate daily administrative, organizational, and health tasks. Inventory Management Receiving Deliveries: Check and sign for deliveries, ensuring received goods match purchase orders. Inspecting Goods: Examine deliveries for damage or discrepancies and report any issues. Storing Items: Organize and store received goods, ensuring proper labeling for easy access. Condition of Stores: Implement and control access to stores. Inventory Tracking: Maintain accurate records of inventory levels, enter data into inventory management systems, and perform regular stock checks. Stock Control Replenishing Supplies: Monitor stock levels and reorder necessary items before they run out. Issuing Supplies: Dispense supplies to hotel departments as requested and record transactions. Managing Stock Rotation: Implement first-in, first-out (FIFO) procedures to minimize waste and ensure freshness of perishable items. Documentation and Reporting Maintaining Records: Keep detailed records of all transactions, including receipts, issuance, and transfers of inventory. Reporting: Prepare inventory reports for management, highlighting issues like low stock levels, discrepancies, or potential improvements. Organization and Cleanliness Organizing the Storeroom: Keep the storeroom clean, organized, and free of hazards. Labeling: Ensure all items are clearly labeled with accurate descriptions, dates, and stock levels. Coordination and Communication Liaising with Suppliers: Communicate with suppliers regarding orders, deliveries, and any issues. Coordinating with Departments: Work closely with other hotel departments to understand their inventory needs and ensure timely provision of supplies. Compliance and Safety Following Procedures: Adhere to hotel policies and procedures regarding inventory management and storage. Health and Safety Compliance: Ensure all storage practices comply with health and safety regulations and MVW policies, particularly for food and hazardous materials. Miscellaneous Duties Assisting with Audits: Participate in periodic inventory audits and assist auditors with necessary information. Training Staff: Train new or junior staff on storeroom procedures and inventory management systems. EMPLOYEE RESPONSIBILITIES AND EXPECTATIONS Safety Standards: Enforce safety standards at all times to ensure a safe working environment. Department Meetings: Attend department meetings regularly. Issue Reporting: Inform the manager promptly of any delicate or sensitive issues. Break Times: Respect required break times. Work Schedule: Be able to work any time slot, including weekends and holidays. Resort Practices and Procedures: Adhere to resort practices and internal procedures. Presentation Standards: Ensure appropriate clothing style and comply with MVW presentation standards. Daily Training: Attend and facilitate the '15-Minutes Training' daily. Performance Standards: Apply the 25 Performance Standards daily. Communication: Develop and maintain positive communication with colleagues, managers, and other hotel departments. Flexibility: Be flexible to assist other departments as needed, subject to manager approval. Request Handling: Forward all requests to the appropriate department or individual promptly. Additional Tasks: Perform any other tasks as requested to support the smooth operation of the resort. Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.