F&B Purchasing Manager

ASM Global; Honolulu (HI); On-site; USD 90,000 - 130,000; Full time

Job summary

ASM Global is seeking an experienced Purchasing & Event Planning professional to forecast and manage purchasing for large-scale events, negotiate terms with suppliers, and optimize inventory levels. The role supports culinary, concessions, catering, and finance teams, ensuring timely procurement and cost controls.

The ideal candidate has extensive experience in hospitality procurement, strong vendor management, and leadership skills, with proficiency in inventory systems and MS Office.

Qualifications

• Bachelor's degree in Business Administration, Hospitality Management, Supply Chain Management, Finance, or related field preferred; equivalent experience may be considered.
• Minimum 5-7 years of experience in purchasing, procurement, inventory control, or food and beverage operations within hospitality.
• Knowledge of inventory management systems and POS required.
• Flexibility to work evenings, weekends, holidays as needed by events.
• LEAD Certified and Serve Safe Certified preferred.

Responsibilities

• Forecast purchasing needs based on BEOs, attendance, menus, and event schedules.
• Develop purchasing timelines for large events to balance availability and inventory costs.
• Negotiate pricing, terms, and delivery with suppliers within authority.
• Monitor market conditions and substitutions to mitigate disruptions.
• Supervise receiving, warehouse staff, and ensure accurate inventory flow.
• Maintain item masters, pricing, vendor records, and purchase orders in systems.
• Collaborate with Culinary, Concessions, Catering, Finance, and Event Operations.

Skills

Procurement

Inventory control

Vendor management

Budgeting

Leadership

Education

Bachelor's degree in Business Administration

Tools

Microsoft Excel

PowerPoint

Microsoft Word

POS systems

Job description

ESSENTIAL DUTIES AND RESPONSIBILITIES

Purchasing & Event Planning

• 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.

Warehouse Management - Receiving, Storage, and Distribution

• 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.

Cost Control & Financial Management

• 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.

Food Safety, Quality & Compliance

• 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.

Systems, Reporting & Controls

• 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.

Payables

• 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.

Operations & Leadership

• 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.

SUPERVISORY RESPONSIBILITIES

Carries out supervisory responsibilities in accordance with all Legends Global policies and applicable laws.

QUALIFICATIONS

To perform this job successfully, an individual must be able to perform each essential duty with energy and enthusiasm. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION AND/OR EXPERIENCE

• 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 supervis