F&B Purchasing Manager

Legends Global•Honolulu, HI

1d•Onsite

About The Position

The F&B Purchasing Manager will partner with the Director of Food & Beverage, Executive Chef, and event operations teams to forecast purchasing needs, develop purchasing timelines, and monitor market conditions. This role involves negotiating pricing and terms with suppliers, managing location spend reports, and assisting with new account set-up. The manager will also oversee warehouse operations, including receiving, storage, and distribution, ensuring organized, secure, and efficient areas. Key responsibilities include cost control through product evaluation, managing financial discrepancies, and supporting annual budgeting. The role also ensures food safety and quality compliance, maintains accurate system data, and establishes controls for high-value inventory. Additionally, the F&B Purchasing Manager will work with the finance department on payment terms, review late invoice reports, and reconcile monthly statements. This position also involves assisting with internal concessions and coordinating closely with various departments to align purchasing with operational requirements.

Requirements

Bachelor’s degree in Business Administration, Hospitality Management, Supply Chain Management, Finance, or a related field preferred; equivalent combination of education and relevant experience may be considered.
Must be flexible to work evenings, weekends, holidays, and extended hours as required by event schedules and operational needs.
Minimum 5-7 years of progressively responsible experience in purchasing, procurement, inventory control, warehouse operations, or food and beverage operations, preferably within hospitality, convention centers, arenas, stadiums, catering, or other high-volume environments.
Knowledge of inventory management systems and POS required.
Customer service oriented with the ability to interact with all levels of management.
Proficiency in Microsoft Word, Excel, and PowerPoint.
Strong logistics skills
Ability to develop and produce proposals.
LEAD Certified.
Serve Safe Certified.
Prior supervisory or management experience strongly preferred.
Strong knowledge of purchasing practices, vendor management, receiving procedures, inventory controls, cost management, and reconciliation processes.
Ability to review BEOs/Work Orders, event schedules, forecasts, and operational needs to anticipate purchasing and inventory requirements.
Strong analytical and financial skills with the ability to evaluate pricing, usage trends, inventory levels, cost variances, and purchasing opportunities.
Demonstrated ability to negotiate with vendors and maintain effective supplier relationships.
Working knowledge of food safety, sanitation, receiving, storage, and workplace safety standards.
Ability to exercise sound judgment, maintain accurate records, protect confidential and financial information, and consistently follow company purchasing policies and internal controls.
Excellent organizational skills with the ability to manage multiple priorities, deadlines, deliveries, and event-related purchasing needs in a fast-paced environment.
Strong communication and interpersonal skills with the ability to work collaboratively across Culinary, Food & Beverage, Finance, Operations, and external vendor partners.
Strong commitment to delivering an elevated level of customer and client service with demonstrated initiative, leadership, and management skills.
Maintain a professional work ethic.
Maintain a cooperative, team-like attitude in working with supervisors and fellow employees (including other departments).

Nice To Haves

Prior supervisory or management experience strongly preferred.

Responsibilities

Partner with the Director of Food & Beverage, Executive Chef, and event operations teams to forecast purchasing needs based on BEOs, anticipated attendance, menus, concessions activity, and event schedules.
Develop purchasing timelines for large-scale events to ensure product availability while minimizing excess inventory, spoilage, and unnecessary carrying costs.
Monitor market conditions, commodity pricing, product availability, and supply-chain disruptions and recommend substitutions or alternative sourcing as needed.
Negotiate pricing, service levels, delivery schedules, minimum-order requirements, and other purchasing terms within established authority.
Manager of location spend reports – preferred supplier adherence scoring.
Assist with new account set-up.
Ascertain that purchasing and receiving documents have been properly completed and terms and conditions of purchases are appropriate.
Establish receiving and delivery schedules that accommodate event activity, loading dock availability, storage capacity, and operational needs.
Train, supervise, and provide direction to receiving, warehouse, and inventory staff, as applicable, including expectations for accuracy, safety, productivity, and accountability.
Maintain organized, secure, sanitary, and operationally efficient receiving and storage areas and recommend improvements to warehouse layout and inventory flow.
Tracks all items into the purchase order system.
Partner with Culinary and F&B leadership to evaluate product specifications, portioning, yields, and substitutions that support established food-cost and beverage-cost targets.
Research and resolve purchasing discrepancies, invoice variances, shortages, damaged goods, credits, and vendor pricing issues.
Support annual budgeting and forecasting by providing purchasing trends, projected cost increases, inventory requirements, and vendor pricing information.
Ensure purchased and received food and beverage products meet established quality standards, product specifications, temperature requirements, shelf-life expectations, and applicable food-safety requirements.
Ensure proper inventory rotation practices, including FIFO, dating, labeling, storage, and controls for perishable products.
Support compliance with company procurement policies, contractual requirements, liquor controls, food-safety standards, and applicable regulatory requirements.
Maintain accurate item masters, pricing, vendor information, purchase orders, receiving records, and inventory data within applicable purchasing, POS, inventory, and financial systems.
Establish and maintain appropriate controls for high-value, high-volume, and sensitive inventory, including alcoholic beverages and premium food products.
Work with finance department to communicate and adhere to contract agreements of pay terms, minimums, additional charges, etc.
Reviewer of late invoice payment report monthly – guide location.
Review monthly location statements and reconciliation by location.
Assist with internal concessions on a daily basis monitoring the F&B register to service all internal staff and onsite visitors/contractors.
Coordinate closely with Culinary, Concessions, Catering, Finance, and Event Operations to ensure purchasing activity aligns with operational requirements.
Carries out supervisory responsibilities in accordance with all Legends Global policies and applicable laws.