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Purchasing Manager

Job Description

• Consistently offering professional, engaging and friendly service
• To study thoroughly the items needed to procure and to have sufficient knowledge about them and their use.
• To ensure supply of merchandise for various departments keeping in mind the ‘lead time’ required for procurement.
• To process and keep track of every procurement requisition, procurement order, contract for regular supplies, upkeep and maintenance of these supplies and lists for kitchens for daily perishables and other standing order requirements.
• To sort out the requirements into- top priority (immediate action), urgent (required in less than half the lead time) and normal (within the lead time)
• To ensure conformity to standards and specifications of merchandise as required by the management.
• Must be able to maintain good relationship with all departments to promote effective purchasing.
• To take full responsibility in ordering goods on all approved Purchase Orders/Purchase requests.
• To work closely with the Executive Chef and F&B Controller to establish a good purchase specification.
• To report to the supplier immediately for any wrong delivery and return the goods at supplier’s expense.
• To update the vendor’s list on current basis.
• To advise the Management of market trend changes.
• To conduct Market Survey at regular intervals to keep pace with the latest trends in the market.
• To constantly endeavor to obtain goods at competitive prices without sacrificing the desired quality standards.
• To maintain good relations with suppliers in order to understand the market better.
• To make regular Market Survey for new suppliers and new products.
• To suggest means and ways of reducing costs without effecting the quality and standard of the hotel.
• Ensure that all purchase order requests are properly completed and approved before a purchase order is prepared and the items are purchased.
• Ensure that all items received by the hotel are properly documented in accordance with Fairmont Hotels & Resorts purchasing and receiving procedures.
• Provide the Controller with a monthly summary of outstanding purchase orders for goods and services received, but not yet invoices, prior to month-end, as detailed in the Policy & Procedure Manual.
• Participate as required in the monthly or quarterly count of food and beverage inventories as well as with the quarterly count of operating equipment, according to company policy.
• Ensure that there are sufficient expendable operating supplies on hand for each department by coordinating regular inventories with the storeroom personnel and /or department heads.
• Assist the Accounts Payable Clerk in researching any discrepancies on invoices.
• Keeping track of the Performa invoice, dates of cheque submissions and keeping close liaison with accounts department for clearing documents etc. in time.
• Take appropriate personnel related action (i.e., hire, commend, discipline, evaluate, etc.,) with Purchasing staff as required.
• Conduct frequent quality control audits to ensure staff is properly trained and following established procedures.
• Supervise, train and motivate Purchasing department employees and thoroughly understand all of their duties and responsibilities.

Qualifications

• The ideal candidate will be a hands-on professional with a passion for service quality and excellence.
• At least 5 years’ experience in a similar role is an asset
• A diploma/degree in Purchasing or Supplies management
• Must be computer literate with effective communication skills and an excellent command of written and spoken English.
• Leadership skills that utilize persuasion and motivation to attain organizational goals is the most desirable management quality, followed by honesty, integrity, ethical behavior, tactfulness, openness, and cultural awareness.

General Cashier

Job Description

• To collect, with an assigned witness, all Front Office Clerks’ and Food & Beverage Clerks’ remittance envelopes from the drop-safe and to verify them against the Daily Witness Sheet.
• To count, together with the witness, cash, cheques and credit card vouchers and verify them to the Front Office Clerks’ and Food & Beverage Clerks’ computerized remittance report details.
• To prepare bank deposits of all cheques and cash, and to ensure that all cash collections are deposited intact.
• To compile all credit card sales vouchers by Credit Card Company, to balance them to the computer totals and to prepare them for banking-in daily.
• To update daily and to maintain by month ongoing transaction details by Credit Card Company.
• To obtain daily foreign exchange rates from bank sources and to have them updated in the PMS system.
• To disburse petty cash requests those have been approved by the Director of Finance and prepare Daily Summary of Disbursements.
• To count and balance his / her own house bank and prepare the recapitulation daily.
• To prepare the General Cashier’s Daily Report by entering the day’s detailed cash collections and all other payments received for review and completion by both Income Auditor and Chief Accountant.
• To prepare such cash and foreign exchange control reports as may be required by local law.
• To ensure that cash advances are made only if they have the approval of both the General Manager and the Director of Finance.
• To assist, when required, in carrying out surprise cash counts.
• To assist to follow up on all the drafts being sent for clearing to the bank and liaise with the Chief Accountant for any outstanding on hand.
• To have a full working knowledge and capability to supervise, correct and demonstrate all duties and tasks in the assigned Place of Workto the standard set.
• To be entirely flexible and adapt to rotate within the different sub departments of the Accounting & Finance Division or any other Department of the hotel as assigned.
• To be fully conversant with all services and facilities offered by the hotel.
• To provide Front Office Clerks and Food & Beverage Clerks with required change and to anticipate and plan for extra change for long week-ends or holidays.
• To reimburse Front Office Clerks for disbursements made by them (due backs).
• To maintain custody and supports of unclaimed wages.
• To assist in the training of the employees ensuring that they have the necessary skill e.g. in identifying forged bank notes, verifying the checks and credit cards, to perform their duties with the maximum efficiency.
• To assist in carrying out quarterly, bi-yearly, yearly inventory of operating equipment.

Qualifications

• Diploma degree or higher
• Previous work experience as a Cashier
• Good computer knowledge
• Familiarity with the use of cash register and POS machine
• Good mathematical skills
• Customer satisfaction-oriented

Accounts Receivable

Job Description

• Ensure that all payments are posted and reconciled in a timely and accurate manner
• Ensure credit card postings and payments are reconciled
• Review all chargebacks from credit card companies and alert the Credit team
• Ensure all deposits and prepayments received are posted timely and accurately
• Check all Banquet Event Orders to ensure deposits mentioned are received and posted
• Raise Invoices and/or Credit Notes as and when necessary and ensure these are posted accordingly
• Check all Waivers and Late Charges requests for accuracy before forwarding to Financial Controller for approval
• Check all invoices/billings before mailing out
• Attend to guests’ enquiries on billings and charges
• Ensure commission and credit card outstanding forwarded for accruals

Qualifications

• Diploma in Accounting / Finance
• Minimum 1 year of experience in a similar capacity
• Good reading, writing and oral proficiency in English language
• Proficient in MS Excel, Word, PowerPoint and relevant accounting systems

Income Auditor

Job Description

• Verifying, monitoring, and reviewing all hotel revenue reports and night audit reports.
• Ensuring that daily revenues and settlements are in balance.
• Summarizing revenue and settlement information in a Journal Entry format associated with the proper back office chart of account numbers and descriptions
• Must have a commitment to follow all local corporate policies and procedures as they relate to Income Audit.
• Must work in a safe, prudent, and organized manner.
• Prepare and ensure Daily Flash Report is timely and accurate as per policy.
• Ensure that banquet department’s revenue postings are correct by reconciling the banquet “Event short list” report which is provided by the Banquets manager on a daily basis. Follow-up on errors and discrepancies.
• Verify the balance of all interface postings to ensure all revenues have been posted.
• Verify and/or reconcile all revenue centers as reported in the Income journal daily
• Review housekeeping discrepancy reports and file in the daily operations package.
• Review and balance rebates, paid outs and miscellaneous charges to the PMS.
• Ensure all miscellaneous/allowance/paid/house charges are approved and complete with adequate explanations
• Review F&B voids to verify authorization and adequate back up information. F&B void reports to be filed in the daily operations package.
• Verify all negative postings, all rate variances, and all F&B Discount reports. Negative posting report should be filed in the daily operations package.
• Prepare extension wise telephone reports and submit to all departments to review. Make sure all departments return the checked reports.
• Ensure that all credit card transactions are recorded correctly and payments are allocated using the corporate reconciliation template.
• Handling of credit card reconciliation discrepancies in a timely manner.
• Handling promptly all guest issues and disputes, including credit card inquiries and charge backs. Make the appropriate corrections as required after obtaining the Director of Finance’s approval.
• Review of No-Show reports and to ensure that all “chargeable” No Shows has beem charged.  No show report is retained with the daily operations package.
• Review foreign currency rate changes for accuracy and file in daily operations package.
• Prepare and maintain:
• To ensure comp & entertainment checks are properly accounted for and name of guest and purpose of entertainment are indicated
• Ensure sale of gift certificates is properly accounted for and utilization of gift vouchers is administered accurately
• To assist the General Cashier in performing surprise float counts
• Completing various reports as required by management depending on the needs of the hotel operations.
• Completing various other tasks and duties as required by management

Qualifications

• Minimum of 2 -3 years experience with at least 1 year experience in a similar capacity in a hotel. 
• Diploma in Accountancy or equivalent.
• Good knowledge of OPERA, MICROS, & cashiering functions.
• Must be willing to work a flexible schedule in order to accomplish all major responsibilities and tasks.

Receiving Clerk

Job Description

• Must be willing to work a flexible schedule in order to accomplish all major responsibilities and tasks.
• Must have a commitment to follow all local and corporate policies and procedures.
• Must work in a safe, prudent, and organized manner.
• Receive Goods and verify these goods against the purchase orders by taking into account the Quantity and Quality of the received products as well as expiry date.
• Inspect the physical condition and count or measure the Quality and weight of all items at the time they are received and before they are placed in storage.
• Receiving clerk should must complete Credit note or manually adjust the invoice before giving invoice copy to suppliers.
• Complete a daily Receiving report for F&B items and for General items and submit to accounts payable.
• Maintain an up-to-date file of the receiving coy of all approved purchase orders. All purchase orders must clearly state the status of delivery (Open or partial).
• Ensure all deliveries are received at the designated receiving area only.
• Ensure all invoices are stamped and dated with the appropriate receiving stamp upon deliveries.
• Ensure all invoices are also signed with name from related department heads/ Leaders upon direct delivery.
• Receiving clerk should keep record all the FOC items received and copy should send to Cost controller.
• Ensure FMC Receiving report must attached with each invoice.
• Ensure that HACCP points are taken into consideration while receiving items and must follow the Hygiene standards.

Qualifications

• 2 years of relevant experience in similar role.
• Excellent written and verbal skills.
• Strong interpersonal and problem-solving abilities.
• Highly responsible & reliable.
• Ability to work well under pressure in a fast-paced environment.
• Ability to work cohesively as part of a team.
• Ability to focus attention on guest needs, remaining calm and courteous at all times.

Store Keeper

Job Description

• Categorize all store areas within their control to ensure spares are readily identified and available when required.
• Control issuance of storeroom items in order to prevent wastage.
• Ensure that any delivered items, comply with the requirements and specifications.
• Maintain day-to-day records for accounting purposes.
• Prepare purchase requests and follow-up with purchasing Department for prompt delivery.
• Ensure working areas are kept clean and tidy all times.
• Ensure cleanliness of appearance and uniform, particularly when working in guest areas.
• Observe and practice safe working methods.
• Performs related duties and special projects where and when instructed by his supervisor.
• Maintain full flexibility in his attitude to work.
• Work to the highest standards of his trade and conforms to all local codes of practice.
• Inspect supplier’s delivery of Finance materials and supplies for conformity with quantity and quality specifications.
• Store and arranges stocks for ease of issuance, maintains cleanliness and orderliness of storerooms.
• Issue materials and supplies per approved requisitions.
• Keep records of materials received or issued.
• Initiate purchase requisitions for Finance materials and supplies, assists purchasing department.
• Conduct monthly inventory of materials and supplies comparing stock card balances with physical count.
• Compute material costs for work orders.

Qualifications

• Ability to develop and build relationships, utilize skills appropriately
• Ability to process information and merchandise through computer system
• Ability to maintain a fair, consistent set of standards as they apply to work force
• Ability to adjust priorities and manage time wisely in a fast-paced environment.
• Ability to communicate in a clear, concise, understandable manner, and listen attentively to other colleagues
• Ability to work a full-time schedule, including nights, weekends and holidays as needed Ability to handle multi-million inventories.
• Strong interpersonal, communication, organization and follow-through skills
• Physical ability to stand for extended periods, and to move and handle boxes of merchandise and fixtures throughout the store, which entails heavy lifting, and perform all functions as set forth above.

Marketing Manager

Job Description

• To assist the Marketing and Communication Manager in developing and implementing effective PR and advertising strategy.
• To liaise with appointed advertising agency with design and layout coordination and production of stationary, collateral, ads, brochures and graphics.
• To maintain the hotel library and photographic image filing
• To track and maintain information about competitor’s marketing and communication activities in the market (promotions, offer, articles, advertising, collaterals) and to develop and update a filing system for all information.
• Act as the liaison between the hotel and the appointed PR agency to generate awareness and write ups of the hotel according to the marketing objectives
• To create property press kits, press releases and creative communication of news worthy items with the PR agency.
• To continuously update press kits.
• To develop and maintain active contacts with the press and key overseas media people
• To build a database of key media contacts, opinion makers and local “VIP’s”.
• To assist the Marketing and Communication Manager to ensure adequate targeted publicity and coverage of the Hotel’s positioning, promotional programs, corporate image building and other activities.
• To ensure the hotel’s web pages are up to date and advice on keeping site dynamic for Internet related exposure and advertising.
• To liaise with appointed advertising agency with design and lay out coordination and production of collateral, ads, giveaways and graphics.
• To ensure the correct policy and brand standards are followed by the hotel in all marketing collateral, advertising and eCommerce
• To ensure that an efficient and accurate filing system, both manual as well as electronically is maintained at all times.

Qualifications

• Candidate must possess at least Bachelor’s Degree/Post Graduate Diploma/Professional Degree in Marketing, Mass Communications or equivalent
• At least 3 years of working experience in the related field is required for the position
• Required Skill(s): Excellent communications skills both orally & in writing, meticulous, self-driven with high levels of initiative, multi-task, deliver quality work within tight deadline, self-starter with an analytical and creative mind
• Knowledge and ability with IT systems including core MS Office packages (Word, Excel, Power Point, Access)

Sales Coordinator

Job Description

• Provide coordination and administrative service for the hotel sales team to assist with revenue generation of the hotel and indeed all hotels within the Accor Group.
• Assist Director of Sales in administrative work.
• Maintenance and management of data base
• Maintain stock of printed materials, supply of corporate gifts and promotional items
• Assist sales team to organise for business trip including visa, hotel and flight booking, etc.
• Assist in the development and implementation of the Hotel sales / marketing plan to ensure all revenue goals will be met and exceeded.
• Handle incoming inquiries of guests on rates, products and coordinate these with sales team.
• Coordinate all familiarization and site inspections as required
• Maintain filing systems – manual and electronic
• Perform telemarketing to designated clients and receive clients coming to the hotel for business inquiries.
• Takeover / sell rooms and meeting facilities in the absence of sales team.
• Provide added value to the team by providing strong support both to sales and marketing department.
• Perform all tasks as directed by the Manager in pursuit of the achievement of business goals.
• Maintains professional business confidentiality.
• Work in line with business requirements

Qualifications

• To always display a pleasant manner and positive attitude and to promote a good company image to guests and colleagues.
• To always demonstrate pride in the workplace and personal appearance when representing the hotel thus identifying a high level of commitment
• Maintains the highest standards of professionalism, ethics and attitude towards all hotel guests, clients, staff, and employees.
• Maintains professional business confidentiality.
• Good knowledge of S&C, Microsoft Office and Microsoft outlook. Uses technology available for reports, communication and client correspondences. 
• Flexible to adapt to sudden increase in working hours as per business needs

Cluster Director of Sales & Marketing

Job Description

• Develop and implement strategic sales and marketing plans to achieve revenue and market share targets.
• Lead a high-performing team of sales and marketing professionals, providing coaching, guidance, and support.
• Identify and target key market segments and cultivate strong relationships with clients and partners.
• Oversee all sales activities, including room sales, meetings and events, and F&B promotions.
• To adapt strategies, accordingly, monitor and analyze market trends, competition, and customer feedback.
• Create and execute innovative marketing campaigns to enhance the hotel’s brand awareness.
• Manage budgets, forecasts, and financial reporting related to sales and marketing activities.
• Collaborate with other departments, such as Revenue Management, to optimize pricing and inventory strategies.
• Ensure compliance with Pullman & Mercure global standards and quality assurance protocols.
• Participate in industry events, trade shows, and networking activities to promote the hotel and build business relationships.

Qualifications

• Bachelor’s degree in business, Marketing, or a related field. Master’s degree preferred.
• Minimum of 5 years of senior leadership experience in sales and marketing within the luxury hospitality industry.
• Strong understanding of the Nairobi market and key competitors.
• Proven track record of achieving revenue and market share growth.
• Excellent interpersonal and communication skills.
• Innovative thinker with the ability to create and execute successful marketing campaigns.
• Results-driven with a focus on achieving and exceeding targets.
• Ability to lead and motivate a diverse team.
• Proficient in revenue management and distribution systems.

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