Purchasing Assistant

KEY RESPONSIBILITIES AND DUTIES

1. Customer and Team Member Satisfaction

• Provides professional and courteous service to internal and external customers.
• Supports customer service objectives aligned with the Hotel’s mission and vision.
• Responds appropriately to customer and departmental requirements.
• Performs duties that contribute to quality service and guest satisfaction.

2. Leadership and Teamwork

• Supports strategies and initiatives established by the Purchasing Officer/Manager.
• Contributes to a positive and productive working environment.
• Works cooperatively with other Hotel departments and employees.
• Demonstrates professionalism, initiative, and teamwork.

3. Quotations and Tender Management

• Obtains supplier quotations through tenders, email, telephone, and other approved methods.
• Maintains current price information for goods and services.
• Prepares quotation summary sheets for evaluation.
• Assists in identifying suitable suppliers in coordination with requesting departments.
• Secures competitive bids and assists in supplier negotiations.
• Maintains professional relationships with local vendors.

4. Purchase Requisitions and Purchase Orders

• Prepares Purchase Requisitions and Purchase Orders upon proper authorization.
• Develops purchasing specifications as required.
• Obtains the necessary approvals before placing orders.
• Sends approved Purchase Requisitions and Purchase Orders to suppliers.
• Follows up and expedites deliveries to ensure timely receipt of goods.
• Prepares reports on outstanding Purchase Requests and Purchase Orders.

5. Market Survey and Cost Management

• Conducts regular market surveys to verify supplier prices and competitiveness.
• Coordinates market surveys with the Purchasing Officer, Chef, F&B, and Finance.
• Keeps updated on new products, suppliers, and market trends.
• Visits key suppliers and attends trade shows or exhibitions when required.
• Identifies suitable product substitutions to reduce costs while maintaining quality.
• Assists in evaluating local alternatives to imported products.
• Assists in calculating food and other goods and services costs based on purchase prices.
• Prepares reports and market information to support management decision-making.

6. Stock Management

• Coordinates with the Storeroom and Cost Controller regarding par stock levels.
• Reviews stock requirements and communicates changes in lead times and price trends.
• Assists in arranging consignment stocks when applicable.
• Coordinates replacement of expired stock items at no cost to the Hotel when applicable.
• Ensures purchased items comply with Hotel standards.
• Verifies quantities, weights, dates, and prices of delivered goods.
• Maintains appropriate control records and reports.
• Assists in ensuring stocks remain at required par levels.
• Processes approved stock requisitions accurately.

7. Tax and Customs Procedures

• Maintains knowledge of applicable tax and customs requirements related to imported goods.
• Coordinates with suppliers regarding tax and customs matters.
• Liaises with relevant government officials when necessary.
• Keeps updated on changes to customs regulations and requirements.

8. Supplier Management

• Maintains an updated supplier database categorized according to goods and services.
• Records supplier contact details, addresses, contact persons, and other relevant information.
• Ensures supplier information is readily available to facilitate purchasing activities.

9. Administrative Duties

• Maintains proper storage and control of checks, receipt books, and other purchasing-related documents.
• Assists in periodically auditing F&B menu prices against printed restaurant menus and beverage lists.
• Maintains accurate purchasing records and documentation.

10. Meetings and Coordination

• Coordinates with the Executive Chef, Financial Controller, and F&B Director/Manager regarding market trends and purchasing concerns.
• Attends F&B meetings and other relevant purchasing meetings.
• Participates in regional purchasing meetings when scheduled.

11. Internal Controls

• Complies with the Hotel’s established internal control standards and Controller’s Checklist.
• Ensures purchasing activities are properly documented and conducted in accordance with Hotel procedures.

12. General Responsibilities

• Immediately reports significant problems, unusual matters, and purchasing concerns to the immediate superior.
• Performs all duties efficiently and in accordance with Hotel policies and procedures.
• Keeps updated on developments in the purchasing field.
• Prepares reports required for management review and decision-making.
• Maintains harmonious and professional working relationships with all Hotel employees.
• Projects a positive image of the Hotel at all times.
• Performs other duties and responsibilities assigned by management.