Purchasing Manager

Montauk Yacht Club Spanning 16 acres of waterfront expanse, untouched natural beauty, and endless views, Montauk Yacht Club is a resort haven on the calm waters of Lake Montauk-bridging a legacy of East End tradition with Star Island adventure, exceptional dining at Ocean Club Montauk, elevated wellness offerings, and direct access to the Hamptons' largest marina all from the team behind Proper Hospitality. Job Summary: The Purchasing Manager is responsible for overseeing the procurement process, ensuring the timely and cost-effective acquisition of goods and services required for hotel operations. This role involves managing vendor relationships, negotiating contracts, maintaining inventory levels, and ensuring adherence to quality and budgetary guidelines. The Purchasing Manager will work closely with various departments to understand their needs and provide excellent service by delivering supplies that meet the hotel's standards while maintaining cost-efficiency. Essential Job Duties and Responsibilities:Procurement & Vendor Management: Manage the purchasing process for all goods and services, including food, beverages, cleaning supplies, equipment, and other operational needs. Identify and establish relationships with reliable vendors and suppliers, ensuring competitive pricing and quality standards. Negotiate contracts and agreements with suppliers, ensuring favorable terms, pricing, and delivery schedules. Maintain an up-to-date list of approved vendors and ensure compliance with vendor agreements and performance standards. Monitor and evaluate vendor performance, addressing any issues and ensuring reliable supply chain operations. Inventory Management & Control: Develop and implement inventory management systems to track and manage stock levels for all items. Work with department heads to forecast inventory needs and adjust purchasing schedules accordingly to avoid shortages or overstock. Conduct regular inventory audits to ensure accuracy and identify any discrepancies. Maintain accurate records of stock levels, usage rates, and purchases, ensuring compliance with budgeting and financial control guidelines. Budget Management & Cost Control: Develop and manage the purchasing budget, ensuring that procurement activities are carried out within financial constraints. Monitor and control purchasing costs by negotiating competitive prices and evaluating cost-saving opportunities. Track purchasing expenditures and provide reports to senior management regarding purchasing trends, savings, and budget adherence. Proactively identify opportunities for cost reductions and implement strategies to achieve purchasing efficiency. Collaboration & Communication with Departments: Work closely with other departments, such as Food & Beverage, Housekeeping, and Maintenance, to understand their needs and ensure timely delivery of necessary supplies. Communicate effectively with department heads regarding stock levels, ordering processes, and delivery schedules. Assist in resolving any supply chain or procurement issues that may affect operational efficiency. Sustainability & Quality Assurance: Promote and implement sustainable purchasing practices by sourcing environmentally friendly products and materials. Ensure that all products and supplies meet quality standards and are compliant with health, safety, and industry regulations. Research and evaluate new products and suppliers to improve product offerings while adhering to budget and quality requirements. Contract Administration & Documentation: Oversee the proper documentation and maintenance of all procurement contracts, orders, and other related paperwork. Ensure that all contracts, agreements, and pricing terms are accurately documented and accessible for review. Assist in managing the re-negotiation of supplier contracts as needed, ensuring continued value and service quality. Compliance & Risk Management: Ensure compliance with all internal policies, local laws, and regulations regarding procurement and inventory management. Ensure all purchased goods are properly documented, handled, and stored in accordance with safety and quality standards. Address any procurement or vendor-related issues promptly to minimize risk to the hotel operations. Education and/or Experience Bachelor's degree in Business Administration, Supply Chain Management, Hospitality Management, or a related field preferred. 5+ years of experience in purchasing, procurement, or supply chain management, preferably in the hospitality or hotel industry. Strong knowledge of procurement processes, inventory management, and cost control strategies. Experience with procurement software and tools is preferred. Skills/Specialized Knowledge Excellent negotiation and communication skills, with the ability to build and maintain strong relationships with vendors and internal departments. Strong organizational and time-management skills, with the ability to prioritize tasks and meet deadlines. In-depth knowledge of purchasing principles, supplier management, and inventory control. Strong analytical skills with the ability to analyze data, track spending, and identify cost-saving opportunities. Knowledge of industry-specific regulations, standards, and best practices related to purchasing and procurement. Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and purchasing software. Physical Demands Ability to sit for extended periods of time while working at a desk or computer. Ability to lift up to 25 pounds (e.g., office supplies or equipment). Occasional travel to visit suppliers or attend industry events. Why Join Proper Hospitality At Proper, we build experiences that move people - and that begins with the team behind them. As a best-in-class employer, we're committed to creating one of the Best Places to Work in hospitality by nurturing a culture where creativity, excellence, and humanity thrive together. Everything we do is grounded in the belief that hospitality is more than a profession - it's an opportunity to care for others and make lives better. Guided by the Pillars of Proper, we show up with warmth and authenticity (Care Proper), strive for excellence in everything we do (Achieve Proper), think creatively and resourcefully (Imagine Proper), and take pride in the style and culture that make us who we are (Present Proper). We believe our people are our greatest strength, and we invest deeply in their wellbeing, growth, and sense of belonging. From comprehensive benefits to meaningful development programs, Proper is designed to help you build a career, and a life, that feels as inspiring as the experiences we create for our guests. Our Commitment: Building the Best Place to Work Our Best Place to Work initiative is a living commitment - a continuous investment in our people, our culture, and our purpose. We listen, learn, and evolve together to create an environment where everyone feels empowered to imagine boldly, achieve confidently, care deeply, and present themselves authentically. At Proper, joining the team means more than finding a job - it means joining a community that believes in building beautiful experiences together, for our guests and for one another. Proper Hospitality is an equal-opportunity employer. We provide employment opportunities to all individuals regardless of race, color, religion, sex, national origin, age, disability, gender identity or expression, genetics, or any other federally or state-protected category. We also consider qualified applicants with criminal histories in accordance with local Fair Chance Hiring Ordinances. Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws. For further information, please review the Know Your Rights notice from the Department of Labor.

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