Food & Beverage Buyer (Europe)

The Role...

The primary purpose of this role is to support on Food & Beverage categories across a wide array of procurement activities including, but not limited to purchasing system management, vendor setup and invoice management, cost control, spend analytics, contract review and management and process and policy governance. In addition, there is a requirement to support local kitchen/chef and bar teams with recipe and cost management and ensure all information (product and pricing) in our Purchasing System (Adaco) is kept up to date. In addition, it is expected that over time there will be a certain degree of category management and ownership included with the individual taking lead and carrying our more strategic activity such as category strategies, market review and competitive processes, supply chain ownership and ultimately responsibility for the performance and success of all suppliers within their remit.

Main Duties…

Daily Duties

• Liaise with local operational stakeholders, site leads and suppliers to ensure new vendors, products and pricing are all setup and correct on Purchasing system 
• Maintain Purchasing System and ensure supplier and product database always up to date and optimised 
• Proactively monitor orders to identify and engage the business regarding those that may be problematic 
• Provide administrative support to Procurement department and inputs for stock and margin reporting 
• Provide ad-hoc reporting as and when requested 
• Efficiently managing the workflow to minimise invoice queues at any given time 
• Support the Procurement and Accounts Payable with relevant ad-hoc requests 

Weekly Tasks

• Work closely with Ops Managers, Finance and Procurement to optimise supplier performance management 
• Influence and challenge internal customers on procedural issues and ensure contracted supplier use 
• Support Procurement and Operational with market review and analysis to help identify potential new vendors and/or solutions 
• Carry out supplier due diligence in line with Procurement Policy and best practise 
• Cleansing and enrichment of supplier and spend data § Deliver buying compliance KPIs to management 
• Build, maintain and manage supplier relationships and act as first point of contact 
• Verify that invoices, payment terms and payment methods comply with agreed terms 
• Monitor new supplier setups and contract compliance to ensure supply base control 
• Ensure database cost prices and purchase codes are accurate 
• Ensure recipes are created in Adaco and linked to our Revenue System (MICROS) 
• Report on missing PLU’s & recipes on a weekly basis. § Analyze COS and report against budget/theoretical Liaise with the Finance department to provide timely adjustments on the systems (Adaco and Sage), after the site food and beverage rec is sent out. 

Monthly Tasks

• Manage supplier performance data for monthly, quarterly and annual supplier reviews, and share resolutions for recurring issues 
• Develop dashboards for our suppliers, and proactively seek actionable insight 
• Carry out trend analysis on key metrics such as costs, volumes, consumption etc. to identify patterns and/or highlight anomalies or potential issues 
• Continuous improvements to systems and processes to ensure best practice, optimum effectiveness and efficiency 
• Continuously monitor and review the market and relevant commodities to stay informed with the latest commercial trends and supplier movements
• Challenge supply base on key contractual and commercial elements and market trends to ensure continuous improvement and optimisation
• Escalate to management details of individuals/departments who repeatedly do not meet compliance responsibilities 
• Analyse and take actions to improve P2P processing efficiencies and where possible identify and implement standardisation and automation 
• Work with IT and cross functional teams to identify and drive purchasing controls and improvements 
• Ensure that relevant and key processes are well documented 
• Establish and agree key performance targets in the short and long term in order to optimize business performance and maintain the effectiveness of payments and procurement with set objectives 
• Determine, agree and improve contractual requirements/Service Level Agreements (SLA) with vendors in order to meet service specifications and deliver against business objectives 
• Review and challenge existing policies and processes to ensure they are compliant and fit for purpose in providing exceptional customer service and accurately record and track procurement and payment processing 
• Support the transformation of the function, by playing an active role in change management and deployment of governance frameworks 
• Regular cleanup of F&B products database in Adaco. 
• Correct database where appropriate, providing analysis of where mistakes occurred and advising sites management on how to maintain accurate database
• Provide monthly Adaco training 
• Perform cost and scenario analysis, along with benchmarking § Analysis of purchases, losses, theft, wastage 
• Maintain Purchasing System and ensure supplier and product database always up to date and optimized