F&B Purchasing Manager

ASM Global-AEG Management HCC LLC.; United States; On-site; USD 70,000 - 80,000; Full time

Job summary

Legends Global seeks a Purchasing & Event Planning Partner at Hawai‘i Convention Center to forecast purchasing needs from BEOs, attendance, menus, and event schedules, and to design buying timelines for large events.

You will monitor markets, negotiate pricing and terms, supervise receiving and warehouse staff, and ensure inventory controls, FIFO, and compliance with safety standards across operations.

Qualifications

• Bachelor's degree and 5–7 years in purchasing, procurement, or inventory control.
• Flexible to work evenings, weekends, holidays due to event schedules.
• Knowledge of inventory management systems and POS required.
• Customer service oriented with ability to interact with all levels of management.
• Proficiency in Microsoft Word, Excel, and PowerPoint.

Responsibilities

• Forecast purchasing needs based on BEOs, attendance, menus, and events.
• Develop purchasing timelines to ensure availability and minimize waste.
• Monitor pricing, substitutions, and supplier terms; negotiate as needed.
• Manage receiving, storage, and distribution; train staff.
• Maintain item masters, pricing, POs, and inventory data.
• Coordinate with Finance on payables and cost reporting.
• Support compliance with food safety and regulatory requirements.
• Lead operations to align purchasing with event needs.

Skills

Vendor management

Negotiation

Analytical skills

Communication skills

Leadership

Organizational skills

Education

Bachelor’s degree in Business Administration, Hospitality Management, Supply Chain Management, Finance, or related field

Tools

Inventory management systems

POS

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.

LEAD Certified. Serve Safe Certified. Prior supervisory or management experience strongly preferred.

• Strong knowledge of purchasing practices, vendor management, receiving procedures, inventory controls, cost management, and reconciliation processes.
• Ability to review BEOs/Work Orders, event schedules, forecasts, and operational needs to anticipate purchasing and inventory requirements.
• Strong analytical and financial skills with the ability to evaluate pricing, usage trends, inventory levels, cost variances, and purchasing opportunities.
• Demonstrated ability to negotiate with vendors and maintain effective supplier relationships.
• Working knowledge of food safety, sanitation, receiving, storage, and workplace safety standards.

SKILLS AND ABILITIES

• Ability to exercise sound judgment, maintain accurate records, protect confidential and financial information, and consistently follow company purchasing policies and internal controls.
• Excellent organizational skills with the ability to manage multiple priorities, deadlines, deliveries, and event-related purchasing needs in a fast-paced environment.
• Strong communication and interpersonal skills with the ability to work collaboratively across Culinary, Food & Beverage, Finance, Operations, and external vendor partners.
• Strong commitment to delivering an elevated level of customer and client service with demonstrated initiative, leadership, and management skills.
• Maintain a professional work ethic. Maintain a cooperative, team-like attitude in working with supervisors and fellow employees (including other departments).

COMPENSATION

Salary Range: $70,000 - $80,000 annually, commensurate with experience. A generous benefits package that includes medical, dental, vision, life and disability insurance, self-managed paid vacation, paid holidays, paid sick leave, complementary assigned parking, and 401k plan.

WORKING CONDITIONS

Location: On Site Hawai‘i Convention Center

PHYSICAL DEMANDS

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

NOTE: The essential responsibilities of this position are described under the headings above. They may be subject to change at any time due to reasonable accommodation or other reasons. Also, this document in no way states or implies that these are the only duties to be performed by the employee occupying this position.

Legends Global is an Equal Opportunity/Affirmative Action employer, and encourages Women, Minorities, Individuals with Disabilities, and protected Veterans to apply. VEVRAA Federal Contractor.

Job Description Acknowledgement I have received, reviewed and fully understand the job description. I further understand that I am responsible for the satisfactory execution of the essential functions described therein, under any and all conditions as described.

Our Work Experience is the combination of everything that's unique about us: our culture, our core values, our company meetings, our commitment to sustainability, our recognition programs, but most importantly, it's our people. Our employees are self-disciplined, hard working, curious, trustworthy, humble, and truthful. They make choices according to what is best for the team, they live for opportunities to collaborate and make a difference, and they make us the #1 Top Workplace in the area.