Cost Controller

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Scope of Position:

Monitor activities relating to Food & Beverage cost controls. Areas of concern include Food & Beverage, purchasing, receiving, storage & issuance, Menu planning, production & portion control, pricing, inventories, reporting, forecasting & analysis: analyse & prepare reports to keep all levels of management informed of day – to – day Food & Beverage cost problems and opportunities & provide necessary information for accounting entries.

Purpose of job:                                        

Establish & administer sound Food & Beverage cost control systems & procedures to ensure that Food & Beverage profits are maximized & consistent with high standards of quality & service.

Significant internal linkages

1. Food & Beverage: Monitor, planning, cost control, standards & specifications.
2. Purchase: Tenders / rate contracts.
3. Stores: Receipts, issues & Consumption of Food & Beverage items.
4. Receiving: Adherence to specifications.
5. Accounts: Monthly cost statements, recording of consumption. Journal Voucher entries for accounts.

Responsibilities:

Purchasing

• Assist the Purchase Manager in the tendering process to ensure optimum value in terms of cost and quality in terms of cost and quality in respect of all Food and Beverage purchase rate contracts.
• Verify that Accor standard purchase specifications are followed on a continuing basis.
• Carry out periodic market surveys, analyse findings and submit reports to the Hotel Controller / Purchase Manager / Chef / F & B Director on raw material prices, quality and availability in the market (local and surrounding areas).
• Check daily quotation sheet prices with invoiced prices.
• Provide information from perpetual inventory records needed for beverage.

Receiving

• Verify the accuracy of the entries, extensions and totals of the Receiving Clerk’s Daily Report and check that all food items received, with or without invoice have been properly recorded thereon.
• Spot check merchandise received daily to determine that it conforms to specifications as to weight, trim and count and that it has been properly invoiced. Review any deficiencies with the receiving clerk to ascertain why substandard merchandise was accepted. If not resolved, report problem to the Hotel Controller / F & B Director.
• Spot check the weighing machines in the Receiving Department for accuracy of measurement.
• Ensure that adequate controls are maintained over all goods received from the point of receipt to the point of storage or final delivery.

Storage and Issuance

• Ensure that all merchandise is stored in properly locked storage areas and monitor security control of keys for all such areas.
• Check merchandise storage practices periodically as to order lines and rotation of merchandise. Ensure all canned and branded items are issued and used before their expiry dates.
• Maintain a daily and cumulative monthly record of food and beverage requisitions and of direct purchases issued to the producing department without requisition.
• Monitor procedures for issuing food and beverage items from storerooms to ensure that such merchandise is issued only on written requisition signed by properly authorised person.
• Monitor beverage issue procedures to make certain that bar requisitions are handled according to laid down procedures.
• Spot check all weighing machines.

Menu planning, production control, portion control and pricing :

• Participate in the formulation and enforcement of sound control procedures for banquet beverage bars including issue, return and reissue practices.
• Participate in planning daily salvage, control and usage of usable leftover food items, including banquets.
• Furnish to the Chef, information needed in planning daily production of pastry and other items to see that they are according to plan.
• Check the butcher shop production record daily for yield information and for control of mats usage.
• In cooperation with the Food and Beverage Director and Chef, establish standard portion sizes for all outlets, post them in proper locations in kitchen and monitor on a continuous basis to see that they are adhered to.
• Run periodic butcher tests.
• Establish potential food cost for each food outlet and update the same every six months.
• Continuously review and furnish current portion cost information to the Food and Beverage Director and Chef so they can adequately price Banquet, Restaurants, Room Service and other menus.
• Monitor cost control procedures employed in the employees’ cafeteria.

Inventories of food and beverage:

• Take monthly inventories of food and beverage assisted by another member of the controller staff. Report excesses / shortages.
• Maintain a perpetual inventory of the beverage store room.
• Carry out a daily beverage inventory at all bars / beverage outlets in the hotel. Reconcile closing balances. Report overages / shortages.

Reporting, forecasting and analysis:

• Maintain complete familiarity with the requirements as of the Food and Beverage Cost Controls and carry out the responsibilities therein designated to the hotel ACCOUNTS ASSISTANT - COST.
• Maintain sales history through menu abstracts and prepare daily, weekly and monthly cover forecasts to assist in the planning of purchasing, staffing and production requirements.
• Maintain daily records of cost, potential sales and actual sales for each bar. Investigate any significant variances.
• Verify the accuracy of banquet checks as to covers charged for against covers served as reported by the chef’s department, that the price charged agrees with the quoted price as shown on the banquet function order, that minimum guarantees are properly reflected and that beverage charges are consistent with banquet bar requisitions.
• Check on a sample basis outlet check pricing. Report under-pricing / overpricing.
• Check outlet checks Control copies with KOT copies picked up from the kitchens. Report anomalies.
• Report pending checks to the Income Accountant for follow up. Ensure void checks have been properly authorised.
• Check official entertainment. Maintain prescribed records in respect of these checks. Ensure they are properly approved. Report deviations.
• Maintain a daily and monthly record of beverage full bottle sales in Room Service and Banquets.
• Cost requisitions and direct issues on a daily basis to produce a daily food cost.
• Reconcile total food purchase for each month as reflected on Receiving Clerk’s Daily Reports to financial books of account.
• Calculate the cost of employees’ meals each month.
• Prepare on a monthly basis, the following reports for distribution to the hotel General Manager, Hotel Controller and concerned Heads of Department.
• Monthly Food Cost Reconciliation.
• Monthly Beverage Cost Reconciliation.
• Guest Entertainment Statement.

 RESULTS EXPECTED & LEVELS OF KNOWLEDGE, SKILLS ALTITUDE REQUIRED  

1.   PLANNING

• Standard Recipies for all Food                    

           Menus are developed and updated                      

            On an ongoing basis.                                                                                                 

• Correct advice given at the time                 

  of  Budgeting & pricing.

• Standards & Specifications of                   

   food raw materials & cocktail                             

   recipies are determined &                                  

   updated.                                                        

• Awareness and knowledge on                   

   raw material prices, quality                                

   & availability in the market

   (Local & Surrounding area)

B.        ORGANISING

• Working time is organised so as                

     to attend weekly / monthly F&B

      meetings, purchase committee &

     other meetings.

1.   DIRECTING

• To ensure that Food & Beverage                 

   cost reports are compiled accurately

   & on time, highlighting variances.

• Reconciliation of Food & Beverage           

   Costs / consumption on a monthly                      

    Basis.

1.   CONTROLLING

• Raw materials meet predetermined            

Standards & specifications, thru                           

spot checks (Purchase, receiving                          

& stores)

• Wastage is kept to a minimum                                                                                                                           
• All raw material issued is accurately            

   documented.                                                                                                                       

• Guest entertainment checks used                                  

  comply to policies & procedures.                       

• Food & Beverage items are issued              

  against authorised documents.                             

• Shortages are estimated & recovered         

  promptly.                                                               

PEOPLE MANAGEMENT

• Staff are well trained and motivated to          

achieve desired objectives.                                            

• Ability to deal effectively at all levels               

    of management to accomplish objectives

    through tact, maturity & rational approach.

EXCERSISE OF AUTHORITY

• Systems, policies & procedures.                       

 Authority to deal effectively with people for non –compliance of control systems & procedures.

• Bachelor's Degree/Diploma  in  Accounting, Finance, or a related field required.
• Previous hotel accounting experience (Minimum 3 years preferred).
• Excellent written and verbal skills.
• Ability to motivate employees and proven leadership skills.
• Familiarity with Financials System
• Must be willing to work a flexible schedule in order to accomplish all major responsibilities and tasks.
• Must be willing to accept assignments on as need basis, in order to promote teamwork.
• Must have a commitment to follow all local and corporate policies and procedures as they relate to the position.
• Must be self-motivated and possess a high degree of analytical ability and confidentiality, and work in a safe, prudent and organized matter.
• Previous experience is an asset

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