Purchasing Associate

I. Job Summary

The Purchasing Associate is responsible for assisting in the procurement of goods, supplies, equipment, and services required by The Henry Hotels and Resorts and its managed properties. The role ensures that purchase requests are processed accurately and on time, suppliers meet established standards, and purchases comply with company policies, approved budgets, quality requirements, and authorization procedures.

The position coordinates with property departments, Finance, suppliers, and other stakeholders to support efficient purchasing operations, maintain proper procurement documentation, and help achieve cost efficiency across the group.

II. Key ResponsibilitiesA. Purchasing and Procurement

• Receive, review, and process purchase requests from corporate and property-level departments.
• Prepare and issue requests for quotation (RFQs) and canvass suppliers for required goods and services.
• Compare supplier quotations based on price, quality, specifications, availability, delivery timelines, and payment terms.
• Prepare purchase orders (POs) for review and approval in accordance with established procurement procedures.
• Ensure that purchases are supported by approved purchase requests, quotations, and other required documents.
• Monitor the status of purchase orders and follow up on pending deliveries and outstanding orders.
• Coordinate urgent purchasing requirements while ensuring compliance with approval procedures.

B. Supplier Coordination and Management

• Identify and canvass potential suppliers to obtain competitive pricing and suitable product options.
• Maintain an updated supplier database, including contact details, product offerings, quotations, and payment terms.
• Coordinate with suppliers regarding product specifications, availability, delivery schedules, invoices, and other procurement concerns.
• Monitor supplier performance in terms of product quality, pricing, delivery reliability, and responsiveness.
• Assist in evaluating suppliers and recommending qualified vendors for accreditation or continued engagement.
• Build professional relationships with suppliers while maintaining transparency and ethical procurement practices.

C. Cost Control and Purchasing Analysis

• Compare prices and monitor changes in supplier quotations and market prices.
• Identify opportunities for cost savings, bulk purchasing, and consolidation of requirements across properties.
• Ensure that purchased items meet approved specifications and budgetary requirements.
• Assist in preparing purchasing reports, price comparisons, and cost analysis summaries.
• Monitor compliance with negotiated prices, agreed payment terms, and approved purchase orders.
• Escalate unusual price increases, noncompetitive quotations, and potential procurement risks to the immediate supervisor.

D. Delivery and Order Monitoring

• Track purchase orders and coordinate delivery schedules with suppliers and requesting departments.
• Follow up on delayed, incomplete, incorrect, or damaged deliveries.
• Coordinate with receiving personnel and property teams to confirm that delivered goods meet approved specifications and quantities.
• Assist in resolving discrepancies between purchase orders, delivery receipts, invoices, and received items.
• Ensure that urgent operational requirements are properly communicated and prioritized.

E. Documentation and Records Management

• Maintain organized purchasing files, including purchase requests, quotations, canvass sheets, purchase orders, delivery documents, and supplier records.
• Ensure completeness of procurement documentation before endorsement for payment processing.
• Coordinate with Finance and Accounts Payable regarding supplier invoices and supporting documents.
• Monitor open purchase orders and maintain accurate procurement trackers.
• Prepare periodic purchasing reports and other documentation required by management.
• Protect confidential supplier information and comply with company recordkeeping procedures.

F. Policy Compliance and Internal Controls

• Ensure compliance with established purchasing policies, approval limits, supplier accreditation requirements, and procurement procedures.
• Maintain transparency and impartiality in supplier canvassing and selection.
• Identify and report potential conflicts of interest, irregular procurement activities, or unauthorized purchases.
• Support internal and external audits by providing complete and accurate purchasing documentation.
• Recommend improvements to procurement workflows, supplier coordination, and purchasing controls.

G. Coordination with Internal Departments

• Coordinate with property departments and corporate teams to clarify specifications, quantities, delivery requirements, and purchasing priorities.
• Work closely with Finance to confirm budget availability and ensure proper documentation for payment processing.
• Coordinate with Inventory, Stores, Engineering, Housekeeping, Food and Beverage, and other departments as applicable.
• Assist in consolidating recurring purchasing requirements across properties to improve efficiency and cost control.

III. Qualifications

• Bachelor’s degree in Business Administration, Supply Chain Management, Logistics, Hospitality Management, or a related field.
• At least 1–2 years of experience in purchasing, procurement, inventory, or supply chain operations is preferred.
• Experience in hotels, resorts, restaurants, or other hospitality-related businesses is an advantage.
• Familiarity with supplier canvassing, quotation comparison, purchase orders, and procurement documentation.
• Proficient in Microsoft Excel and other Microsoft Office applications.
• Strong organizational, analytical, negotiation, and follow-up skills.
• Good communication and interpersonal skills.
• High attention to detail, integrity, accountability, and ability to meet deadlines.
• Ability to manage multiple purchase requests and coordinate with several properties or departments.

IV. Key Performance Indicators (KPIs)

• Timeliness of purchase request processing and purchase order issuance.
• Competitiveness of supplier quotations and cost-saving opportunities identified.
• Compliance with procurement policies and approval procedures.
• Accuracy and completeness of purchasing documentation.
• On-time delivery rate and supplier performance.
• Number of unresolved purchase order and delivery discrepancies.
• Responsiveness to internal department requests.
• Accuracy and timeliness of purchasing reports.

V. Core Competencies

• Procurement and purchasing coordination
• Supplier canvassing and negotiation
• Cost analysis and budget awareness
• Documentation and records management
• Organization and time management
• Communication and stakeholder coordination
• Integrity and ethical decision-making
• Attention to detail and problem-solving

Pay: Php20,000.00 - Php25,000.00 per month

Work Location: In person