Procurement & Administration

Position Overview

Vanara Resort & Spa is seeking an organized, proactive, and detail-oriented Procurement & Administration Manager to oversee purchasing activities, supplier relationships, inventory coordination, and day-to-day administrative operations.

The successful candidate will ensure that all departments receive the required goods and services on time, at competitive prices, and in accordance with the company’s quality standards and approved budgets. The role also includes responsibility for office administration, document control, company assets, and coordination with external service providers.

Key Responsibilities

Procurement and Supplier Management

Collect and review purchase requests from all departments.

Source products, materials, equipment, and services required for resort and spa operations.

Request and compare quotations from suppliers.

Negotiate prices, payment terms, delivery schedules, and contract conditions.

Prepare purchase orders and monitor their approval and completion.

Maintain an updated database of suppliers, prices, and purchasing conditions.

Identify and evaluate alternative suppliers.

Monitor supplier performance, product quality, delivery timelines, and service standards.

Ensure that purchases comply with approved budgets and internal procurement procedures.

Coordinate deliveries, inspections, and acceptance of goods.

Resolve issues related to delayed, incomplete, damaged, or incorrect deliveries.

Inventory and Asset Control

Monitor stock levels of operational and administrative supplies.

Coordinate regular inventory counts with relevant departments.

Maintain minimum and maximum stock levels for critical items.

Help prevent shortages, overstocking, and unnecessary urgent purchases.

Maintain records of office equipment, furniture, tools, and other company assets.

Coordinate the issuance, transfer, repair, and disposal of company property.

Support the control of resort and spa consumables, including guest amenities, cleaning supplies, uniforms, linen, office materials, and spa products.

Administration and Office Support

Coordinate the daily administrative requirements of the office.

Order stationery, drinking water, office supplies, and other general-use items.

Organize maintenance and repair of office equipment and facilities.

Coordinate with cleaning companies, couriers, internet providers, maintenance contractors, and other service providers.

Prepare workstations and required equipment for new employees.

Support the organization of meetings, business travel, accommodation, transportation, and company events when required.

Ensure that office and shared working areas are properly organized and supplied.

Documentation and Reporting

Maintain purchase orders, quotations, contracts, invoices, delivery notes, and acceptance documents.

Verify that purchasing documentation is complete and accurate.

Coordinate the submission of invoices and supporting documents to the Finance Department.

Maintain an organized electronic and physical archive of procurement and administrative documents.

Monitor contract expiration dates and renewal requirements.

Follow up on outstanding deliveries, advance payments, and missing closing documents.

Prepare weekly and monthly procurement and administrative reports.

Track purchasing costs, savings, supplier performance, and budget variances.

Internal Coordination

Work closely with Finance, Operations, Housekeeping, Engineering, Food and Beverage, Spa, and other departments.

Prioritize purchase requests based on operational needs and urgency.

Communicate order status and delivery timelines to requesting departments.

Assist management with annual purchasing plans and departmental budgets.

Recommend improvements to procurement and administrative processes.

Ensure compliance with company policies, approval procedures, and internal controls.

Requirements

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

At least 3 years of experience in procurement, purchasing, administration, or a similar position.

Experience in hospitality, resorts, hotels, restaurants, spas, construction, or property operations is an advantage.

Strong negotiation and supplier-management skills.

Good understanding of purchasing procedures, inventory control, and document management.

Ability to compare commercial proposals and analyze prices and purchasing conditions.

Strong organizational skills and attention to detail.

Ability to manage several tasks and priorities simultaneously.

Good communication and problem-solving skills.

Proficiency in Microsoft Excel, Word, and standard office software.

Experience with purchasing, accounting, inventory, or ERP systems is an advantage.

Good command of English; knowledge of additional languages is an advantage.

High level of integrity, responsibility, and confidentiality.

Key Performance Indicators

Percentage of purchase requests completed on time.

Purchasing savings and cost avoidance.

Compliance with approved procurement budgets.

Availability of critical operational supplies.

Reduction in urgent and unplanned purchases.

Percentage of purchases supported by competitive quotations.

Supplier delivery and quality performance.

Accuracy and completeness of procurement documentation.

Timely submission of invoices and closing documents.

Compliance with internal procurement and approval procedures.

What We Offer

A professional and supportive working environment.

Opportunity to work with a growing resort and spa project.

Competitive salary based on experience and qualifications.

Opportunities for professional development and career growth.

Employee benefits in accordance with company policy and local legislation.

Reporting Line:

Reports to the Director of Finance or General Manager