Purchasing Officer
The Purchasing Officer is responsible for the procurement, stock management and sales of all clothing, apparel and merchandise sold by the club, as well as bar stock and kitchen supplies.
The primary function of the role is to maximize the revenue and sales of club related clothing, apparel and merchandise sold each year.
The position has key activities:
Defining clothing, apparel and merchandise to be sold by the club
Source the products to be sold by the club
Develop long term relationships with trusted suppliers
Manage the unsold stock (ensuring it does not become lost or obsolete)
Maximise the sales of the club apparel, merchandise and clothing
The Purchasing Officer is expected to:
Act in the best interest of the members at all times
Attend all Committee meetings
Undertake the role in good faith and honesty
If at any stage the Purchasing Officer becomes aware of a personal conflict of interest, real or perceived between themselves and the club, they should immediately notify the Club President of the conflict who will immediately inform all other committee members.
Responsibilities
Prior to the season
Review the apparel, clothing and merchandise sold by the club in previous years, ensuring its suitability for the upcoming year
Finalise range of apparel, clothing and merchandise for the upcoming season
Provide the committee with the recommendations for all apparel, clothing and merchandise for the coming season
Liaise with the President and Committee to ensure apparel, clothing and merchandise reflect the current opinions and nature of club members
Coordinate ordering and distribution of player uniforms
Work with the Club Treasurer to accurately set apparel, clothing and merchandise sales targets which will be reflected in the club’s budget
Have the club website updated to reflect current apparel, clothing and merchandise information.
Liase with the Media & Communications Coordinator to sell apparel, clothing and merchandise through the club’s online store
Liase with the Media & Communications Coordinator to have social media posts created that promote and sell the club apparel, clothing and merchandise
Be the primary point of contact for all apparel, clothing and merchandise enquires
Assist with the collection of revenues relating to apparel, clothing and merchandise
During the season
Coordinate distribution of player uniforms
Review apparel, clothing and merchandise sales with the Treasurer to ensure the financial targets have been achieved and if not, formulate additional sales strategies.
Review any credit sales to ensure all who have purchased apparel, clothing and merchandise on credit pay their outstanding amounts
Ensure that all purchases throughout the year for apparel, clothing and merchandise have been paid for and outstanding funds collected
Be the initial point of contact for any issues or complaints from members concerning their apparel, clothing and merchandise.
Liaising with apparel, clothing and merchandise suppliers as required
Purchase stock and manage inventories for bar and kitchen in conjunction with the Events Coordinator
Post season
Undertake at the end of season of the remaining apparel, clothing and merchandise
Provide a report to the committee of unsold apparel, clothing and merchandise
Make recommendations to the committee for any changes to the range of apparel, clothing and merchandise for next year
End of year hand over
Updating key documents
At the end of each year a key activity of the Purchasing Officer is review and revise their position description to ensure it continues to reflect the requirements of the role. The updated Position Description must be provided to the Club Secretary prior to the Annual General Meeting each year.
The Purchasing Officer should also update or create a list of the different apparel, clothing and merchandise sold throughout the season with the name and contact details of each of the suppliers. This list should also include any terms and conditions which the club or the supplier needs abide by.
Induction of the incoming Purchasing Officer
An important responsibility of outgoing Purchasing Officer is to train, mentor and support the incoming Purchasing Officer
Essential Skills and Requirements
Hold or willing to apply for a current volunteer’s “working with children” check
Well informed of all club activities
Understanding of the needs and tastes of the members and club stakeholders
Ability to organise and delegate tasks
Happy to talk to people and “sell” the apparel, clothing and merchandise
Communicate effectively and possess good interpersonal skills
Maintain confidentiality on relevant matters
Works well in a team environment
Unbiased and impartial on all issues
Receptive to change
Dedicated club person
Strong organisational skills