Purchasing & Stores Manager

• Manage the full weekly ordering cycle across approximately 20 suppliers, following the established day-by-day ordering schedule:

• Place all orders through ProcureWizard (portal invoices), handle paper invoice suppliers and manage EDI-invoiced suppliers

• Maintain and optimise ProcureWizard Favourites lists to ensure efficient reordering

• Coordinate delivery schedules and resolve delivery discrepancies, shortages, or quality issues directly with suppliers

• Build and maintain strong working relationships with all suppliers, acting as the primary BHG contact for day-to-day procurement

• Conduct weekly stock counts across beverages, cleaning supplies, guest amenities, and operational consumables

• Manage par levels and reorder points for all stock categories, adjusting for seasonal demand, events, and occupancy forecasts

• Minimise wastage and overstocking through disciplined inventory management and consumption monitoring

• Maintain accurate stock records in ProcureWizard, ensuring consumption reports and wastage logs are up to date

• Conduct periodic full inventory audits and reconcile physical stock to system records

• Monitor weekly and monthly procurement spend against budgets, flagging variances early

• Negotiate pricing, terms, and discount structures with suppliers to achieve best value for the group

• Track and report on cost-per-room and cost-per-cover metrics for consumables

• Identify opportunities for group-wide purchasing consolidation to leverage volume discounts

• Review and benchmark supplier pricing periodically, recommending switches where better value exists

• Process all procurement invoices accurately and promptly: portal invoices via ProcureWizard, paper invoices for Heineken and Diageo, and EDI invoices for Bunzl and Elis

• Match invoices to purchase orders and delivery dockets, resolving discrepancies before approval

• Maintain organised records of all purchase orders, invoices, delivery notes, and credit notes

• Work with the Financial Controller to ensure procurement spend is accurately captured in monthly management accounts

• Manage DRS (Deposit Return Scheme) charges and credits across applicable suppliers

• Coordinate procurement standards, supplier lists, and pricing agreements across all BHG properties

• Ensure Victoria Hotel, Eyre Square Hotel, Albany House, and Ocean Fitness have documented procurement processes matching Salthill standards

• Support property managers with procurement queries, supplier issues, and ad-hoc purchasing requirements

• Maintain a central register of all supplier contracts and pricing agreements

• Ensure all contracts are filed correctly, attributed to the relevant supplier and property, and reviewed before expiry

• Track competing supplier proposals and document selection decisions with rationale

• Flag contract renewals, price increases, and renegotiation opportunities to management in advance

• Ensure full procurement audit trail: every purchase has an order, delivery confirmation, and matched invoice

• Comply with all BHG financial controls, approval thresholds, and procurement policies

• Support internal and external audits by producing procurement records, spend reports, and supplier documentation on request

• Ensure compliance with food safety requirements for any food-adjacent procurement (e.g., beverage storage, cleaning chemicals)

• Minimum 2 years’ experience in a purchasing, procurement, or stores management role, ideally in hospitality, catering, or a multi-site operation

• Strong working knowledge of procurement systems and processes (experience with ProcureWizard or similar e-procurement platforms is a distinct advantage)

• Proven ability to manage supplier relationships, negotiate pricing, and resolve supply issues

• Excellent attention to detail, particularly around invoice matching, stock accuracy, and documentation

• Strong organisational skills with the ability to manage a structured weekly ordering cycle across multiple categories and suppliers

• Proficiency in Microsoft Excel and general IT literacy

• Understanding of invoice types (portal, paper, EDI) and procurement audit requirements

• Full driving licence (occasional travel to other BHG properties required)

Byrne Hotel Group