Fr1039 - Administrative Assistant Economat Procurement

**Experience** * Proficiency in English; French is a plus * Politeness, good organizational skills, reliability, and attention to detail * Flexibility and honesty * Experience in a similar position is valued * Strong computer skills * Management/supervisory experience * Knowledge of health standards and HACCP required **Skills & Knowledge** * Ability to work with people at all levels in the organization, supporting teamwork * Strong communication skills, both verbal and written * Excellent organizational skills with the ability to plan, organize, and analyze to achieve successful results * Strong analytical and problem-solving skills * Positive attitude * Ability to handle multiple tasks and priorities, proactive in planning with the team to understand daily priorities, resources, and goals **Education** * Desirable: Book-keeping or accounting background **ESSENTIAL FUNCTIONS** **General Responsibilities** * Ensure all items from vendors are accurately and timely posted into Birchstreet as required by the business. * Conduct price studies independently. * Prepare and fill reports needed by Procurement or Accounting. * Communicate effectively with vendors and the Operations Team to gather information. * Provide reporting information and supporting documentation as needed by the business. * Assist and support the Operations, Procurement, and Accounting Teams. * Assist in developing and monitoring key internal controls to ensure adherence to management policies and procedures. **Function and Responsibilities** * Inventory goods and products and manage stock. * Anticipate and reorder products before stock runs out. * Request quotes from suppliers. * Maintain relationships with colleagues to understand their needs and priorities. * Monitor compliance with the allocated procurement budget. * Ensure timely delivery. * Control the quantity and quality of products, food items, and other goods. * Distribute products in F&B services. * Keep records of orders. * Maintain regular presence according to MVW standards, based on hotel needs. * Maintain high standards of presentation and dress, including wearing a uniform and badge. * Comply with MVW standards and regulations to ensure a safe and efficient work environment. * Use existing programs for invoice transmission and daily/periodic maintenance of supply costs. * Maintain an up-to-date entry control log. * Report to the manager in case of purchasing process issues. * Check receipt invoices against orders to ensure quality, weight, and specifications. * Enforce the First-in/First-out procedure to ensure proper rotation of perishable goods. * Conduct end-of-period inventories according to Food and Beverage and accounting SOP standards. * Carry out or delegate daily administrative, organizational, and health tasks. **Inventory Management** * **Receiving Deliveries:** Check and sign for deliveries, ensuring received goods match purchase orders. * **Inspecting Goods:** Examine deliveries for damage or discrepancies and report any issues. * **Storing Items:** Organize and store received goods, ensuring proper labeling for easy access. * **Condition of Stores:** Implement and control access to stores. * **Inventory Tracking:** Maintain accurate records of inventory levels, enter data into inventory management systems, and perform regular stock checks. **Stock Control** * **Replenishing Supplies:** Monitor stock levels and reorder necessary items before they run out. * **Issuing Supplies:** Dispense supplies to hotel departments as requested and record transactions. * **Managing Stock Rotation:** Implement first-in, first-out (FIFO) procedures to minimize waste and ensure freshness of perishable items. **Documentation and Reporting** * **Maintaining Records:** Keep detailed records of all transactions, including receipts, issuance, and transfers of inventory. * **Reporting:** Prepare inventory reports for management, highlighting issues like low stock levels, discrepancies, or potential improvements. **Organization and Cleanliness** * **Organizing the Storeroom:** Keep the storeroom clean, organized, and free of hazards. * **Labeling:** Ensure all items are clearly labeled with accurate descriptions, dates, and stock levels. **Coordination and Communication** * **Liaising with Suppliers:** Communicate with suppliers regarding orders, deliveries, and any issues. * **Coordinating with Departments:** Work closely with other hotel departments to understand their inventory needs and ensure timely provision of supplies. **Compliance and Safety** * **Following Procedures:** Adhere to hotel policies and procedures regarding inventory management and storage. * **Health and Safety Compliance:** Ensure all storage practices comply with health and safety regulations and MVW policies, particularly for food and hazardous materials. **Miscellaneous Duties** * **Assisting with Audits:** Participate in periodic inventory audits and assist auditors with necessary information. * **Training Staff:** Train new or junior staff on storeroom procedures and inventory management systems. **EMPLOYEE RESPONSIBILITIES AND EXPECTATIONS** * **Safety Standards:** Enforce safety standards at all times to ensure a safe working environment. **Department Meetings:** Attend department meetings regularly. * **Issue Reporting:** Inform the manager promptly of any delicate or sensitive issues. * **Break Times:** Respect required break times. * **Work Schedule:** Be able to work any time slot, including weekends and holidays. * **Resort Practices and Procedures:** Adhere to resort practices and internal procedures. * **Presentation Standards:** Ensure appropriate clothing style and comply with MVW presentation standards. * **Daily Training:** Attend and facilitate the '15-Minutes Training' daily. * **Performance Standards:** Apply the 25 Performance Standards daily. * **Communication:** Develop and maintain positive communication with colleagues, managers, and other hotel departments. * **Flexibility:** Be flexible to assist other departments as needed, subject to manager approval. * **Request Handling:** Forward all requests to the appropriate department or individual promptly. * **Additional Tasks:** Perform any other tasks as requested to support the smooth operation of the resort. Marriott Vacations Worldwide is an equal opportunity employer committed to hiring a diverse workforce and sustaining an inclusive culture.