Food & Beverage Buyer

Role Overview

The primary purpose of this role is to support Food & Beverage categories across a wide array of procurement activities, including purchasing system management, vendor setup, invoice management, cost control, spend analytics, contract review and management, and process and policy governance.

The role also supports local kitchen/chef and bar teams with recipe and cost management and ensures all product and pricing information in the Purchasing System (Adaco) is kept up to date.

• Daily Duties
• liaise with local operational stakeholders, site leads and suppliers to ensure new vendors, products and pricing are correctly set up in the purchasing system;
• maintain the purchasing system and keep the supplier and product database always up to date and optimised;
• proactively monitor orders to identify and engage the business regarding problematic orders;
• provide administrative support to the procurement department and input for stock and margin reporting;
• provide ad‑hoc reporting as requested;
• manage the workflow to minimise invoice queues at any given time;
• support procurement and accounts payable with relevant ad‑hoc requests.
• Weekly Tasks
• work closely with ops managers, finance and procurement to optimise supplier performance management;
• influence and challenge internal customers on procedural issues and ensure contracted supplier use;
• support procurement and operational teams with market review and analysis to identify potential new vendors and solutions;
• carry out supplier due diligence in line with procurement policy and best practice;
• cleanse and enrich supplier and spend data;
• deliver buying compliance KPIs to management;
• build, maintain and manage supplier relationships and act as first point of contact;
• verify that invoices, payment terms and payment methods comply with agreed terms;
• monitor new supplier setups and contract compliance to ensure supply‑base control;
• ensure database cost prices and purchase codes are accurate;
• ensure recipes are created in Adaco and linked to our revenue system (MICROS);
• report on missing PLU’s & recipes on a weekly basis;
• analyse cost of sales and report against budget and theoretical figures;
• liaise with finance to provide timely adjustments on the systems (Adaco and Sage) after the site food and beverage recipe is sent out.
• Monthly Tasks
• manage supplier performance data for monthly, quarterly and annual reviews and share resolutions for recurring issues;
• develop dashboards for suppliers and proactively seek actionable insights;
• carry out trend analysis on key metrics such as costs, volumes and consumption to identify patterns or highlight anomalies;
• implement continuous improvements to systems and processes for best practice and efficiency;
• continuously monitor and review the market and relevant commodities to stay informed on commercial trends and supplier movements;
• challenge the supply base on key contractual and commercial elements and market trends to ensure continual optimisation;
• escalate to management details of individuals or departments that repeatedly fail to meet compliance responsibilities;
• analyse and take actions to improve P2P processing efficiencies and implement standardisation and automation where possible;
• work with IT and cross‑functional teams to drive purchasing controls and improvements;
• ensure relevant and key processes are well documented;
• establish and agree key performance targets in the short and long term to optimise business performance for payments and procurement;
• determine, agree and improve contractual requirements/SLAs with vendors to meet service specifications;
• review and challenge existing policies and processes for compliance and fit‑for‑purpose;
• support the transformation of the function through change management and deployment of governance frameworks;
• clean up the F&B product database in Adaco, correct mistakes, analyse errors and advise site management on maintaining accuracy;
• provide monthly Adaco training;
• perform cost and scenario analysis and benchmarking;
• analyse purchases, losses, theft and wastage.

Benefits

• Competitive compensation packages with global benefits and perks;
• Staff discounts ranging up to 50% on Food & Drink at Soho Houses, private health and dental care, life assurance, and more;
• Free lunch at Store X Café on Mondays, 50% off Food & Drink at Soho Houses 7 days a week, and free counselling sessions;
• Staff bedroom rates, dog policy on Fridays, season ticket loan, Christmas office closure, 2 days paid a year to support a charity of your choice;
• Exclusive access to a benefits platform with extensive discounts on shopping, gym memberships, holidays, insurance, etc.;
• Team events, including fitness sessions, cinema screenings, art classes and other monthly fun activities;
• Continuous training to develop technical and managerial skills and opportunities to grow your career;
• Cookhouse & House Tonic programmes offering unique food and drink training, events and opportunities to inspire and educate.
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