Purchasing Manager

Montauk Yacht Club

Spanning 16 acres of waterfront expanse, untouched natural beauty, and endless views, Montauk Yacht Club is a resort haven on the calm waters of Lake Montauk-bridging a legacy of East End tradition with Star Island adventure, exceptional dining at Ocean Club Montauk, elevated wellness offerings, and direct access to the Hamptons' largest marina...all from the team behind Proper Hospitality.

The Purchasing Manager is responsible for overseeing the procurement process, ensuring the timely and cost‑effective acquisition of goods and services required for hotel operations. This role involves managing vendor relationships, negotiating contracts, maintaining inventory levels, and ensuring adherence to quality and budgetary guidelines. The Purchasing Manager will work closely with various departments to understand their needs and provide excellent service by delivering supplies that meet the hotel's standards while maintaining cost‑efficiency.

• Procurement & Vendor Management:
  • Manage the purchasing process for all goods and services, including food, beverages, cleaning supplies, equipment, and other operational needs.
  • Identify and establish relationships with reliable vendors and suppliers, ensuring competitive pricing and quality standards.
  • Negotiate contracts and agreements with suppliers, ensuring favorable terms, pricing, and delivery schedules.
  • Maintain an up‑to‑date list of approved vendors and ensure compliance with vendor agreements and performance standards.
  • Monitor and evaluate vendor performance, addressing any issues and ensuring reliable supply chain operations.
• Inventory Management & Control:
  • Develop and implement inventory management systems to track and manage stock levels for all items.
  • Work with department heads to forecast inventory needs and adjust purchasing schedules accordingly to avoid shortages or overstock.
  • Conduct regular inventory audits to ensure accuracy and identify any discrepancies.
  • Maintain accurate records of stock levels, usage rates, and purchases, ensuring compliance with budgeting and financial control guidelines.
• Budget Management & Cost Control:
  • Develop and manage the purchasing budget, ensuring that procurement activities are carried out within financial constraints.
  • Monitor and control purchasing costs by negotiating competitive prices and evaluating cost‑saving opportunities.
  • Track purchasing expenditures and provide reports to senior management regarding purchasing trends, savings, and budget adherence.
  • Proactively identify opportunities for cost reductions and implement strategies to achieve purchasing efficiency.
• Collaboration & Communication with Departments:
  • Work closely with other departments, such as Food & Beverage, Housekeeping, and Maintenance, to understand their needs and ensure timely delivery of necessary supplies.
  • Communicate effectively with department heads regarding stock levels, ordering processes, and delivery schedules.
  • Assist in resolving any supply chain or procurement issues that may affect operational efficiency.
• Sustainability & Quality Assurance:
  • Promote and implement sustainable purchasing practices by sourcing environmentally friendly products and materials.
  • Ensure that all products and supplies meet quality standards and are compliant with health, safety, and industry regulations.
  • Research and evaluate new products and suppliers to improve product offerings while adhering to budget and quality requirements.
• Contract Administration & Documentation:
  • Oversee the proper documentation and maintenance of all procurement contracts, orders, and other related paperwork.
  • Ensure that all contracts, agreements, and pricing terms are accurately documented and accessible for review.
  • Assist in managing the re‑negotiation of supplier contracts as needed, ensuring continued value and service quality.
• Compliance &
  
  Risk Management:
  • Ensure compliance with all internal policies, local laws, and regulations regarding procurement and inventory management.
  • Ensure all purchased goods are properly documented, handled, and stored in accordance with safety and quality standards.
  • Address any procurement or…