Purchasing Associate

Job Summary

The Purchasing Associate plays a critical role in supporting the resort’s daily operations by managing the end-to-end procurement process for food & beverage, guest amenities, housekeeping supplies, engineering tools, operational equipment, and administrative items. This role ensures that all resort departments receive quality goods and services on time, within budget, and in accordance with company procurement policies and luxury hospitality standards.

Key Responsibilities & Duties

1. Requisition & Purchase Order Management

• Process daily purchase requisitions submitted by departmental heads (Food & Beverage, Housekeeping, Engineering, Front Office, Spa, etc.).
• Generate and issue Purchase Orders (POs) accurately using the resort's inventory management system.
• Verify order quantities, specifications, prices, and delivery dates before finalizing purchase orders.

2. Sourcing & Vendor Relations

• Research and evaluate vendors to secure quality goods, competitive pricing, and reliable delivery schedules.
• Maintain positive, professional relationships with local and international suppliers, distributors, and service providers.
• Assist in negotiating favorable payment terms, bulk discounts, and return/warranty policies.
• Monitor vendor performance regarding delivery promptness, product quality, and adherence to contract terms.

3. Receiving & Inventory Support

• Coordinate with the Receiving and Warehouse team to ensure timely arrival and accurate inspection of goods.
• Follow up on delayed orders, backorders, damages, or discrepancies with suppliers and resolve issues promptly.
• Assist with regular physical inventory counts, stock audits, and reconciliation across resort storehouses and storerooms.

4. Cost Control & Administration

• Match purchase orders, receiving reports, and invoices to verify accuracy prior to routing to Finance/Accounts Payable.
• Monitor market price fluctuations for fresh produce, meat, beverage products, and essential resort commodities.
• Maintain an up-to-date database of approved suppliers, active contracts, price lists, and safety compliance records (e.g., HACCP, health certificates).

Competencies

• Attention to Detail: Meticulous in checking product specifications, pricing, and quantities.
• Negotiation & Communication: Clear written and verbal communication skills for effective vendor and interdepartmental liaison.
• Time Management: Ability to prioritize urgent operating supplies in a fast-paced luxury resort environment.
• Problem-Solving: Proactive in resolving shipping delays, product shortages, and price discrepancies.

Physical & Working Conditions

• On-site presence required to inspect shipments and coordinate with local suppliers.
• Occasional light lifting (up to 25–30 lbs) during receiving/inventory auditing when necessary.
• Standard office work combined with walking throughout resort grounds, storerooms, and receiving areas.