Purchasing Manager

Are you ready to join a team that thrives on excellence and embraces limitless potential? Fairmont Southampton, on the island of Bermuda, seeks exceptional individuals like you to be part of our award-winning team and shape the future of hospitality. Our resort is Bermuda's largest, offering 593 luxurious guest rooms, nine restaurants, a 30,000-square-foot spa, an 18-hole par three golf course, and a captivating Beach Club. As we embark on an exciting future, including a multi-million dollar renovation, the opportunities for growth and success are boundless. Our culture emphasizes respect, teamwork, and professionalism, supported by comprehensive benefits, including health insurance, worldwide travel discounts, and wellness programs. Join our diverse and inclusive team, where your unique talents and perspectives are celebrated. Become a key player in delivering extraordinary experiences to individual and group travelers from around the globe, surrounded by the natural beauty of Bermuda. Dare to go beyond the ordinary, unlock your potential, and make a lasting impact at Fairmont Southampton. Together, let's create memories that exceed expectations. #BeLimitless

Job Title: Purchasing Manager

The Purchasing Manager will oversee all procurement activities within the hotel under the direction of the Director of Purchasing, ensuring that all operational and renovation-related needs are met in a timely and cost-effective manner. This role will be responsible for sourcing and managing supplies and materials for daily hotel operations, as well as supporting the procurement process for the hotel’s renovation project. The Purchasing Manager will also support handling shipping logistics, customs clearance, inventory control, and basic administrative support, all while ensuring compliance with hotel policies, budgets, and timelines.

What you will be doing:

Procurement & Supplier Management:

• • Oversee daily procurement: Support the Director of Purchasing in the procurement of goods and services needed for hotel operations (e.g., food and beverage, and other operational necessities.).
  • Temporary Renovation project procurement: Assist the Director of Purchasing and the renovation project team in receiving materials, furnishings, and equipment needed for the renovation project (e.g., furniture, fixtures, finishes, construction materials).
  • Supplier relationship management: Build and maintain strong relationships with existing suppliers while identifying and evaluating new vendors for potential cost savings, quality improvements, and service enhancements.

Shipping & Transportation Logistics:

• • Coordinate logistics for all procurement: Ensure the timely and efficient delivery of supplies for hotel operations and the renovation project, managing all shipping and transportation requirements.
  • Track deliveries: Oversee the transportation process, monitor incoming shipments, and address any issues related to delayed or incorrect deliveries.
  • Manage renovation material deliveries: Ensure that construction and renovation materials arrive on time and in good condition, coordinating with contractors and suppliers to avoid delays in the renovation timeline.

Customs Clearance:

• • Ensure regulatory compliance: Coordinate with customs to ensure that all necessary documentation is prepared and submitted for smooth clearance of imported goods and renovation materials.

Inventory & Stock Control:

• Maintain inventory for operations: Ensure that adequate stock levels in food & beverage, and operational supplies, e.g. china, glassware, silverware etc., are maintained in order to meet the current and future demands of the operations. 
• Track renovation-related inventory: Work closely with the renovation team to ensure that all necessary materials and supplies are available on-site and delivered on schedule for the renovation.
• Inventory audits: Perform regular audits of hotel inventory, ensuring accuracy and resolving any discrepancies.
• Month-End: Verify inventory counts, and assist with identifying discrepancies or opportunities for cost savings. 

Administrative Support & Record Keeping:

• Purchase order processing: Process all purchase orders for hotel operations and renovation FF&E, ensuring accuracy and proper documentation.
• Maintain procurement records: Keep detailed records of all procurement activities, including contracts, supplier communications, purchase orders, and delivery schedules for both regular and renovation-related purchases.
• Report generation: Prepare and present reports to the Director of Purchasing regarding procurement expenditures, inventory levels, and supplier performance for both operational needs and the renovation project.
• Budget assistance: Support the Director of Purchasing in managing procurement budgets for both hotel operations and renovation projects, ensuring expenses remain within the planned limits.

Cost Control & Budgeting:

• Monitor procurement costs: Track and manage the costs of both regular hotel supplies and renovation materials to ensure procurement stays within budget.
• Identify cost-saving opportunities: Work to identify cost-saving opportunities by negotiating with vendors and sourcing alternative products or suppliers for both hotel operations and renovation needs.
• Support project budgeting: Assist in tracking and reporting procurement spending for the renovation project, ensuring that renovation costs align with the project’s budget.
• Other duties as assigned.

• Education: Bachelor’s degree in Business Administration, Supply Chain Management, Inventory Management, Cost Control, Hospitality Management, or a related field (preferred).
• Experience: Minimum 3-5 years of experience in procurement, logistics, or supply chain management, with experience in hotel operations or food & beverage managemnet preferred.
• Skills:
  • Strong knowledge of procurement processes, shipping, logistics, and customs clearance, as well as construction-related procurement for renovation projects.
  • Excellent negotiation and vendor management skills.
  • Ability to manage multiple priorities and deadlines, especially during a renovation project.
  • Proficient in Microsoft Office (Excel, Word, Outlook)
  • Strong attention to detail and organizational skills to handle both regular and renovation-related procurement.
  • Excellent communication skills for working with vendors, contractors, and internal teams.
  • Basic understanding of renovation processes and materials is a plus.
  • In-depth understanding of food & beverage products and familiarity with perishable goods, shelf life and storage requirements.  

Physical Requirements: Ability to work in a fast-paced hotel environment, with occasional physical tasks related to inventory checks and renovation materials management.

Some lifting and handling of materials, particularly during renovation phases.

Schedules:  Irregular hours including nights, weekends and public holidays apply to this position

Our commitment to Diversity & Inclusion:
We are an inclusive company and our ambition is to attract, recruit and promote diverse talent.