Purchasing Manager

The Louisville Thoroughbred Society, an exclusive luxury members-only club in Louisville, KY, is seeking a detail-oriented and proactive Purchasing Manager to join our team. Reporting to the COO, the Purchasing Manager will collaborate closely with the Executive Chef, Director of Specialty Spirits, and the leadership team to oversee cost-effective and operationally necessary purchases. This role encompasses the procurement of all club necessities, including food, beverages, cigars, paper products, and any other supplies essential for daily operations. The Purchasing Manager will play a vital role in creating and managing weekly purchasing budgets based on forecasted sales and planned events, ensuring optimal inventory levels while maximizing cost efficiencies.

An Equal Employment Opportunity statement will be appended to the job description.

Job Duties & Responsibilities

Key Responsibilities:

Purchasing Management:

• Procure all necessary supplies, ensuring quality, timely delivery, and adherence to budget constraints.
• Collaborate with vendors to negotiate favorable pricing and contract terms.
• Create and implement purchase order systems to track orders and match them with invoices for accuracy and reconciliation.
• Utilize Toast’s (Point of Sale)  Xtra Chef App for invoice scanning and organization, maintaining accurate product information and pricing in the system.
• Monitor changing costs from vendors and suggest appropriate sales prices to maintain profitability.

Budgeting and Forecasting:

• Work with the COO to establish weekly purchasing budgets based on sales forecasts and planned events.
• Monitor budget performance and make adjustments as necessary to ensure financial targets are met.

Inventory Management:

• Develop order guides for all products to streamline purchasing processes.
• Conduct regular audits to ensure LTS is receiving the best pricing from vendors.
• Organize product storage to maximize cleanliness, operational efficiency, and minimize waste or damage.

Team Collaboration:

• Collaborate closely with the Executive Chef, Director of Specialty Spirits, and other relevant stakeholders to align purchasing strategies with operational needs.
• Communicate effectively with team members to ensure smooth procurement processes and timely deliveries.

Job Requirements & Qualifications

Requirements:

• Proven experience in purchasing management, preferably within the hospitality industry.
• Excellent organizational and analytical abilities.
• Proficiency in or aptitude and willingness to learn an inventory management system, with a strong preference for experience with Toast Xtra Chef or similar software at an expert level.
• Ability to work independently and as part of a team in a fast-paced environment.
• Exceptional attention to detail and accuracy.