Purchasing and Cost Control Administrator - Supply Chain & Warehousing jobs in Malta - October 2023
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Purchasing and Cost Control Administrator

Paradise Bay Hotel Limited , North of Malta

Expires in 2 days (05 Oct 2023)

Paradise Bay Hotel Limited in Malta is looking to recruit a Purchasing and Cost Control Administrator to join their team on a full-time basis. 

Purchasing, Cost Controller Duties, and Responsibilities:
  • Conduct meetings with suppliers to negotiate the best prices for best quality items whilst liaising with the FC and GM for any new contractual agreements or agreed credit terms.
  • Conduct a weekly meeting with the FC to outline any issues encountered in all areas of your duties.
  • Responsible for the purchasing of all inventory items against Purchase Orders.
  • Prepare Purchase Orders on quotes for non-inventory items obtained as indicated by senior management.
  • Effectively Control the Resorts Revenue Centres’ Cost, continuously study weaknesses within the Resorts departments to ensure that controls are in place, and provide suggestions for improvements.
  • At the end of each month, conduct an overview of the stock take for all departments in liaison with the respective HoD.
  • Control the Resorts Outlets in terms of wastage, pilferage, and inventory items efficiency.
  • Ensuring that Stores and all outlets are stocked up for service, thus maintaining minimum levels of stock available.
  • Conduct surprise spot checks on all F&B outlets.
  • Pass any adjustments required of stock items on the inventory systems.
  • Reviewing GRN to Pos and Invoices received, ensuring that these are correctly posted in the Inventory system by the Storekeepers.
  • Follow up with suppliers on wrong deliveries or price changes from initial pricing.
  • Prepare variance analysis for all departments. Investigate, follow up, and provide explanations and solutions for variances encountered by the HoD.
  • Creating and updating new inventory items on the inventory system ensuring that the correct Vat and Accounting codes and Categories are linked to the item.
  • Ensure that all POS items are linked to the correct inventory items and recipes.
  • Assist the FC in designing appropriate SoPs and Internal Controls to ensure the safety of the Company’s assets.
  • Responsible for seeing any issues encountered on the Inventory System.
  • Calculate the possible selling prices for new Menu items and pass them to the respective HoD and top management for final review and approval
  • Spot checking of recipes with actual yield
  • Conducting a review with the FC on the Cost per person for entitlements bringing forward any data on high-cost dishes/inventory items.
  • Prepare the monthly cost report per department in relation to the Cost of Sales.
  • Posting and review of Stock counts and preparing inventory reports.
  • Spot check on the receiving department to ensure that the scales are correct, items received are according to the Purchase Orders prepared and goods are checked for quality.
  • In charge of preparing the Storekeeper’s schedule of work ensuring efficient and adequate staffing levels are scheduled. On a weekly basis Time and Attendance for Stores, and employees are checked and any Absences or Extra Hours are justified and approved.
  • Continuously study weaknesses in F&B Control implemented at the Hotel and provide suggestions for improvement.
  • Ensuring that all outlets are preparing the transfer sheets between departments ensuring that they are all authorized and approved by the HoD.
  • Reviewing postings made on IControl by the Storekeeper bringing forward any issues and acting upon improvement.
  • Review recipes attached to POS menu items to initial recipe costings.
  • Review recipes for new menus and point out any issues.
  • Spot-check recipes posted on iControl to actual recipes Excel sheet.
  • Investigate variances and chase for explanations and solutions.
  • Revise menu item prices to recipes for any increases in prices.
  • Check cost % to selling prices.
  • Take action with any issues or discrepancies on IControl
  • Print inventory reports and transfer reports.
  • Go through the Menu consumption sheet and compare it to the variance report.
  • Post monthly movement of inventory for management accounts on Excel sheet – Op Stock + Transfers of outlets – closing stock.
  • Ensuring that subordinates are performing their tasks accurately and in a timely manner, delegating where possible other tasks as may be required.
  • Performing cost analysis as may be required to evaluate possible cost savings areas.
  • Any other tasks as and when required by the management.
  • Performing Duty Manager duties on a roster basis.

Paradise Bay Hotel Limited:
The Paradise Bay Resort is a popular four-star resort situated in the north of Malta overlooking the picturesque sister islands of Gozo and Comino, surrounded by the clear water of the Mediterranean.

Full Time
Job Type
Experienced (3 years +), Middle Management
Experience Level
Supply Chain & Warehousing
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