Role Overview
As we build out our operational team, we are looking for a skilled and commercially minded Purchasing & Stock Manager to play a central role in the club’s day-to-day success. The Purchasing & Stock Manager owns the end-to-end procurement and inventory function for The Pembroke, spanning beverage, operating supplies and equipment (OS&E) across all departments. This pivotal operational role sits at the intersection of finance, F&B, and supplier management — responsible for third‑party expenditure, contract management, and the development of a strategy that delivers a secure, high‑quality supply base across all products and services.
The role carries full accountability for beverage stock control: from intake and storage logistics through to cost control, wastage management, and variance reporting, and works alongside the kitchen team on food receiving processes, ensuring all departments are equipped to deliver seamless service to members. Working in close partnership with the Beverage Director and kitchen teams, the postholder ensures every area of the operation is consistently and reliably stocked to the standard the club demands.
Key Responsibilities
Procurement & Supplier Management
- Manage the supplier list across all operational categories, beverage, operating supplies, FF&E, and services.
- Ensure agreed pricing, terms, and service level agreements are followed, ensuring best value without compromising quality or reliability.
- Ensure third‑party procurement contracts are current, compliant, and commercially sound at all times.
- Conduct regular supplier reviews, benchmarking performance against agreed KPIs and addressing any shortfall.
- Onboard new suppliers, ensuring relationships meet the club’s quality and commercial standards.
- Issue and manage purchase orders, verifying accuracy of requisitions and tracking delivery timelines.
- Track volumes monthly across all beverage supplier contracts and retro agreements, ensuring contractual obligations are met and all retro and free items are recorded.
- Implement sound purchasing policies, systems, and procedures in accordance with The Pembroke’s standards.
Stock Control & Inventory Management
- Serve as system owner for all procurement and stock management platforms, including EPOS and purchasing tools — administering user access, system parameters, and configuration.
- Maintain the accuracy and integrity of all system data, including par levels, supplier records, product codes, and pricing, ensuring records are current, consistent, and audit ready.
- Act as the first point of contact for system‑related queries across the operation, troubleshooting issues and liaising with software providers as required.
- Oversee the receipt, storage, and rotation of all stock across the operation, maintaining FIFO/FEFO/other determined principles and minimising wastage.
- Implement and maintain robust stock control procedures, including tobacco counts, regular beverage counts, weekly and monthly stocktakes, and variance analysis across all wet stock. Work closely with senior chefs to aid food stock counting system input as required.
- Set and maintain appropriate par levels for all stock categories in collaboration with department heads, ensuring all beverage areas and operational departments are fully equipped to operate effectively.
- Investigate and resolve stock discrepancies, working bar teams (and Senior Chefs where required) to identify root causes and prevent recurrence.
- Manage all beverage paperwork including purchase orders, reconciliation of delivery notes against supplier invoices, and processing of daily bar requisition. Liaise and input where required with Senior Chefs on food paperwork.
- Maintain all SOPs for beverage stock control, ordering, and pricing, ensuring administrative procedures are consistently followed across the operation.
- Maintain the purchasing and EPOS components of the club’s software system and liaise with the Events team to ensure all beverage requirements for private functions and external events are met.
- Handle physical handling of merchandise, supplies, and materials, moving large quantities of stock with a manually operated trolley and lifting up to 10 kg unassisted.
Financial & Reporting
- Monitor and report on third‑party expenditure against budget, flagging variances and identifying saving opportunities.
- Produce weekly and monthly purchasing reports, including beverage sales mix analysis, GP performance, wastage and comps reporting, and weekly stock variance reports from stock system.
- Support the Finance team with month‑end processes, including accruals, invoice reconciliation, and cost of goods calculations.
- Track and report on beverage cost of sales, working closely with the Beverage Director to manage GP performance and maintain price integrity across menus.
- Monitor actual vs theoretical GP by item, product, and category, identifying slow‑moving stock and working to reduce wastage and capital tied up in inventory.
- Conduct monthly pricing reviews of current club and events menus with the Director of Commercial & Infrastructure and relevant department heads.
Compliance & Standards
- Ensure all suppliers meet the club’s standards for food safety (HACCP), allergen compliance, and environmental responsibility where relevant.
- Maintain accurate supplier documentation, including insurance certificates, food safety accreditations (where required), and delivery schedules.
- Support the operational team with compliance requirements relating to provenance, labelling, and traceability.
- Adhere to practices in the club’s Food Safety Management System documentation where relevant and undertake ad‑hoc purchasing‑related projects as directed by the Director of Commercial & Infrastructure and Beverage Director.
Team Leadership
- Recruit, train, and supervise the purchasing and goods receiving team, maintaining clear accountability processes and high operational standards.
- Work with the Events and Memberships team on member events, liaising with suppliers and coordinating logistics ahead of handover to club management.
Requirements
- A minimum of three years’ experience in purchasing or inventory management, ideally within a luxury hotel, restaurant, or private members’ club environment.
- Strong commercial acumen with a proven ability to negotiate favourable terms and manage supplier relationships effectively.
- Proficiency in MS Excel and experience with inventory and ERP software.
- Meticulous attention to detail in recording inventory, managing high‑value items, and auditing supplier invoices.
- Strong organisational skills and the ability to prioritise effectively in a fast‑paced, high‑expectation environment.
- Sound knowledge of food safety legislation and Health & Safety standards as they apply to a beverage and hospitality operation.
What We Offer
- Best‑in‑class salary
- Family meal on shift
- Industry‑leading Learning & Development opportunities
- Pension scheme – including employer contributions.
- Annual staff award ceremony and party
- More benefits to be set up as we open
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