Materials Agent

Scope of Position

• Responsible for the sourcing and obtaining of specified products required by the various departments of the hotel
• To actively and continuously source the most appropriate products and to negotiate the best possible price
• Maintain continuity of supply
• Maintain mutually beneficial working relationships with internal and external guests
• Deputizes for the DOMM/ Materials Manager during their absence

General

• Ensure effective implementation of the IMS policy and procedures
• Ensure continuous training and awareness of the IMS system
• Ensure OTPs are monitored and acted upon
• Identify areas of improvement through CPAR or suggestions
• Ensure operational compliance to legal regulations and other requirements
• Identification of new activities that are in relation to EASI and HIRADC.

Departmental

• To ensure that hotel expenses are minimized through the use of effective purchasing and by obtaining the most competitive prices for goods and services
• To enforce internal control Policy and Procedure throughout the department, regarding purchasing and receiving and to assist in this aspect of inventory control, issuing and emergency issuing
• To advise the Director of Materials Management/ Materials Manager of unusual or remarkable costs of Departments’ purchasing and consumption of inventory and non-inventory items and to recommend practices to reduce such costs, including alternative sources for products
• To assist in the creation and maintenance of certain computer data, namely: inventory items, par stocks and re-order points, standard requisition titles, purchase lists and purchase orders, vendor files, units of measure, and inventory levels for all items held in inventory
• To assist in the completion of the Departmental Operations Manuals for the various areas of Materials Management administration, particularly in purchasing
• Foster positive thinking and motivation within the Department
• Encourages staff in the department to be proactive and to be self-motivated
• Foster teamwork within the department and inter department and always keep in mind that staff in other departments are our internal guests
• Foster courteous working relationship with our suppliers, keeping in mind professional ethics that needs to be practiced at all times
• Trains Materials Agents on the daily organization of the administrative side of the department and on their job tasks
• Be well versed and comply with all legislation affecting the operation, including licensing regulations, health regulations and fire and safety regulations
• Ensure disciplinary and grievance procedures are properly followed and adhered to at all times
• To continuously find ways of introducing new products to the internal clients to be the market leader in the industry

Training & Development

• To supervise Materials Agents and to ensure that proper operating standards and procedures are adhered to in the areas of purchasing, receiving, storing and issuing
• To train Materials Agents in their daily tasks and to ensure that the Mandarin Oriental Legendary Service Tasks is implemented and adhered to at all times
• To continuously develop potential employees for senior positions in Materials Management.
• To always adhere to the Corporate Identity Manual (CID)

Daily Duties

• To assist through responsible purchasing, in keeping inventories as low as possible to properly supply the operation’s needs and maximize inventory turnover and space utilization
• To be aware of all costs in the Materials Management Department and to recommend measures to control these
• To enforce all operating and control procedures to ensure that all purchasing is fully documented according to policy and that the movement of goods into and within the hotel is properly accounted for
• To assist in the coordination of all product and purchase specifications from the various heads of department and to maintain organized files by Purchase Order or by Supplier
• To assist in the preparation of purchase specifications
• To be proficient in the use of the computer in terms of the back-of-the house and food and beverage systems, as well as the general word processing and excel programmes
• To supervise Materials Management administration colleagues and to ensure that proper operating standards and procedures are adhered to in purchasing and to assist in this aspect in receiving, storing and issuing
• To conduct interviews as required by the Director of Materials Management/ Materials Manager with suppliers’ representatives and to obtain information, specifications and quotations on any item required
• Handle all correspondence, negotiation and procurement to the best advantage of the hotel
• To select reliable regular suppliers for all inventory items and to obtain weekly or bi-weekly price lists for daily produce and other food and beverage suppliers
• To place orders for inventory items according to physical and par stock levels, and for non-inventory items according to authorised Order Requests
• All purchases are to be approved by the Department Heads, Director of Material Management/ Materials Manager, Financial Controller and the General Manager