Inventory / Assest Manager

Inventory Management: Oversee inventory levels, ensuring optimal stock control measures are in place to prevent both shortages and excess inventory (all physical inventories Circulating, Month end regular inventories, Managers wine, Market & Gift Shop for all 3 Properties).

Perform routine audits of procurement, stores, and kitchen processes to identify inefficiencies, reduce waste, and implement cost-saving measures.

Store Setup & HACCP Compliance: Expert in setting up inventory operations aligned with HACCP standards, ensuring food safety and regulatory compliance.

Inventory Planning: Manage monthly, weekly, and quarterly purchase requisitions for food, beverage, and general store items.

Temperature Monitoring: Guide the team on optimal storage temperatures for all stock categories to maintain quality and safety.

ABC Analysis: Conduct regular ABC classification and consumption tracking to optimize inventory management and ordering.

Top Consumption Tracking: Monitor and report on the top 10 consumed items in each category for strategic procurement and stock control.

Expiry Notifications: Proactively notify department heads of near-expiry items to minimize waste and optimize usage.

Regular Inventory Checks: Perform routine and month-end inventories for all outlets, front office, rooms, and the main store.

Store Requests & GRN Posting: Timely posting of all store requests, receiving goods, preparing GRNs, and submitting to finance.

Invoice Follow-up: Actively follow up on credit  note and pending invoices to ensure smooth vendor payments and accurate financials.

System Integration Checks: Ensure accurate data flow between POS, PMS, and FMC systems, and check for lost postings.

Inter-Store Transfers & Master Data Management: Efficiently manage and post inter-store transfers, ensure timely article additions, and update item pricing in the system to maintain accurate inventory and cost records.

Purchase Order Monitoring: Review vendor purchases regularly for cost efficiency and pricing accuracy, Analyze market trend, Review open POs

Food Cost Reporting: Prepare detailed food cost reports and ensure accurate reflection of consumption and profitability.

Menu Costing & Engineering: Analyze sales mix, menu profitability, and engineer menu changes based on item performance.

Audit: Check and verify all ENT bills, voids, discounts, and daily sales postings in Materials Control.

Invoice Control & Spot Checks: Conduct invoice audits and regular surprise spot checks across F&B outlets and stores.

Store Indents & Approvals: Handle timely approvals for store indents, purchase requests, inter-store transfers, and article updates.

Spoilage & Wastage Monitoring: Track and report spoilage, wastage, breakage, non-moving, and near-expiry stock to reduce losses.

Vendor Management: Maintain a strong vendor database, negotiate effectively, and ensure best pricing and service quality.

PO & Payment Handling: Manage PO preparation, obtain approvals from DOF & GM, and prepare advance payment vouchers.

Quality Assurance: Regularly inspect goods upon receiving for quality and quantity accuracy, ensuring vendor compliance.

Customs & Logistics Coordination: Work with customs agents for material clearance, including boat note preparation and documentation.

Training & Review: Conduct training sessions, host regular purchase review meetings with HODs, and ensure full audit readiness with accurate documentation.

1. F&B Cost Control Policy

• Guidelines for recipe standardization, cost percentages, waste control, and menu pricing approvals.

1. Receiving Policy

• Procedure for inspection, quantity checks, documentation, and quality verification at the receiving bay.

1. Inventory Management Policy

• Frequency of physical counts, stock rotation (FIFO), stock level thresholds (ROL/ROQ), and store access control.

1. Store Requisition & Issuance Policy

• Guidelines for raising indents, approval workflows, issuing processes, and recordkeeping.

1. Waste, Spoilage & Breakage Policy

• Procedures for reporting, documenting, and analyzing spoilage/breakage, including accountability and approvals.

1. Complimentary & Entertainment Policy

• Authorization matrix and documentation requirements for complimentary items and staff entertainment.

1. Discount & Void Policy

• Limits, approvals, and tracking mechanisms for all discounts, voids, and bill cancellations.

1. Purchase & Procurement Policy

• Vendor selection, PO process, price comparisons, approval matrix, and ethical purchasing practices.

1. Fixed Asset & Operating Equipment Control Policy

• Guidelines for tagging, tracking, and conducting periodic asset verifications.

1. Inter-departmental Transfer Policy

• Procedures for internal transfers, documentation, and system updates.

1. 11.   Invoice Verification & Approval Policy

• Clear steps for verifying goods received, matching invoices to POs and GRNs, and approval processes before finance submission.

1. 12.   Month-End Closure Policy

• Timeline and SOP for closing inventory, posting reports, and reconciling inter-departmental transactions.