Cost Controller

Job description

Operational

· Ensures that three quotations have been obtained for all items purchased.

· Ensures thorough understanding of the SCALA system (Materials Management System).

· Monitors and ensures that Purchasing obtains up-to-date and accurate quotations.

· Ensures that accurate par levels are established and ordering is done in accordance with the set par and no alterations are to be made to the purchase orders unless approved.

· Participates in formal negotiations for annual or large contracts involving inventory items.

· Ensures that all goods delivered by suppliers are channelled to the Receiving Department.

· Ensures all scales are working properly.

· Ensures that all goods are not left unattended.

· Ensures that all invoices are stamped and signed by the Materials clerk. All direct purchased items should also be signed by the outlet manager.

· Spot checks to ensure that goods are received as per specifications.

· Ensures all goods and items are received according to delivery schedule, properly checked on quality and are documented according to the related policies and procedures.

· Audits monthly stock take and prepares stock reconciliation for all stockrooms.

· Prepares daily food and beverage actual/ potential cost report.

· Ensures that all monthly inventories purchased are in balance with the accounts payable.

· Prepares month-end cost audit report, which includes reconciliation of all storerooms.

· Ensures that all policies and procedures are being followed. Counts cash on hand, inspects notes receivable and payable, negotiable.

· Conduct market survey of different items to ensure that the prices paid by the hotel are below the market retail prices.

· Spot check periodically internal purchase orders for Food & Beverage items against their appropriate market lists.

· Spot check the expiry dates on store items.

· Carry out spot checks in all outlets, kitchen and stores for spoilage and wastage.

Customer Service

· Provides the appropriate level of professional, courteous and caring service to other employees (internal customers) and other visitors to the division.

· Handles guest and employee enquiries in a courteous and efficient manner, reporting complaints or problems if no immediate solution can be found, whilst feeding back a prompt follow up.

· Maintains positive guest and colleague interactions with good working relationships.

Financial

· Understands thoroughly Hyatt International objectives in Cost Audit as to provide an effective auditing system for the activities of the Materials Management division.

· Provides summary reports of the costs required by the Accounting and Control division to prepare daily and monthly reports.

· Provides Heads of Departments with the cost figures necessary for them to operate their individual profit centre profitably.

· Ensures accurate data input by operation level personnel.

· Audits back-of-house functions; namely, materials management and the commissary kitchen.

· Audits the day-to-day operation of all food and beverage outlets.

· Fully conversant with operation of the Materials Department, i.e. receiving, purchasing, issuing, storing and commissary kitchen.

· Fully familiar with internal control procedures.

· Ensures that all purchase requests, other than inventory items, are approved by the General Manager and Director of Finance.

· Ensures new technology and equipment are embraced, improving productivity whilst taking work out of the system.

Personnel

· Develops Accounting Clerk to work following the operational, financial, administrative philosophies.

· Through hands-on management, supervises closely all Accounting Clerk in the performance of their duties in accordance with policies and procedures and applicable laws.

· Delegates appropriately, duties and responsibilities to equipped and resourced employees, nurturing and developing them whilst ensuring standards of operation and safety are maintained.

· Develops and assists with training activities focused on improving skills and knowledge.

· Monitors employees' morale and provides mechanisms for performance feedback and development.

· Assists to conduct annual Performance Development Discussions with employees if required and supports them in their professional development goals.

· Supports reinforcement of Hyatt's Values.

· Ensures that all employees have a complete understanding of and adhere to employee rules and regulations.

· Ensures that employees follow all hotel, company and local rules, policies and regulations relating to fire and hazard safety, and security.

Administration

· Provide an effective auditing system for the activities of the Materials Department, F&B Division and Rooms Division.

· Provide a summary of costs which is required by the Finance & Accounting division to prepare monthly reports.

· To provide the Assistant Director of Finance/Director of Finance with necessary financial information to assist in effectively managing profit centers.

· Monitoring data input to the operating system by operating level personnel.