This is a hands-on procurement and stores management role based at the Salthill Hotel with group-wide coordination responsibilities across all five Byrne Hotel Group properties (Salthill Hotel, Victoria Hotel, Eyre Square Hotel, Albany House Dublin, and Ocean Fitness).
The Purchasing Stores Manager is the central person responsible for all non-food purchasing, stock management, supplier relationships, and cost control across beverages, cleaning supplies, guest amenities, linen, stationery, and operational consumables.
You will manage approximately 20 suppliers, process around 22 orders per week at Salthill (with a typical weekly spend of €7,500-€21,000), and ensure procurement standards, documentation, and cost discipline are maintained across the group.
This role is critical to hotel operations.
The person in this position directly affects guest experience (through amenity and linen quality), profitability (through cost negotiation and waste reduction), and compliance (through proper documentation and audit trails).
CORE RESPONSIBILITIES Weekly Ordering Supplier Management 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 Stock Inventory Control 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 Cost Control Budget Management 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 Invoice Processing Financial Administration 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 Group Procurement Oversight 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 Supplier Contract Documentation Management 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 Compliance Audit Readiness 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) Requirements 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)