Purchasing Executive

1. Purchasing Executive @ Moxy Melaka1. Pre-Opening Purchasing & Procurement

• Support the Purchasing Manager/Finance team in pre-opening procurement activities.
• Coordinate the purchasing timeline according to the hotel opening schedule.
• Source and procure operating supplies, equipment, food & beverage items and other hotel requirements.
• Work closely with department heads to understand purchasing needs and priorities.
• Ensure critical items are ordered and delivered according to the pre-opening timeline.
• Maintain purchasing trackers and monitor outstanding orders.

2. Supplier Sourcing & Management

• Source and evaluate suppliers based on price, quality, reliability and delivery time.
• Obtain quotations and compare prices from multiple suppliers.
• Maintain an updated supplier and vendor database.
• Coordinate supplier registration and documentation.
• Develop good working relationships with suppliers and follow up on delivery issues.
• Negotiate prices and terms where appropriate.

3. Purchase Orders & Procurement Administration

• Prepare and process purchase orders according to approved requirements.
• Ensure purchases are properly authorised and supported by the required documentation.
• Verify quotations, purchase orders, delivery orders and invoices.
• Follow up on pending purchase orders and deliveries.
• Maintain accurate procurement records and filing.
• Ensure purchasing procedures comply with hotel policies and Marriott standards.

4. Receiving & Inventory Coordination

• Coordinate with receiving, stores and relevant departments to ensure goods are received correctly.
• Verify quantities, specifications and quality of delivered items.
• Follow up on damaged, incorrect or short-delivered items.
• Monitor stock levels and support departments in maintaining appropriate inventory levels.
• Coordinate with the Finance and Store teams on discrepancies and supplier invoices.

5. Cost Control & Budget Management

• Monitor purchasing costs against approved budgets.
• Compare supplier prices and identify opportunities for cost savings.
• Assist in monitoring price changes and market conditions.
• Ensure purchases provide good value while maintaining required quality standards.
• Support Finance and department heads in controlling operating costs.

6. Hotel Operating Supplies & F&B Procurement

• Coordinate procurement of hotel operating supplies, including guest amenities, housekeeping supplies, engineering items, office supplies and other operational requirements.
• Support Food & Beverage departments with procurement of food, beverages and related supplies.
• Ensure products meet required quality, specification and brand standards.
• Coordinate special purchasing requirements for hotel events and activities.

7. Compliance & Documentation

• Ensure procurement activities follow company policies, approval procedures and internal controls.
• Maintain proper supplier, quotation, purchase order and invoice documentation.
• Assist with purchasing audits and stock-related audits.
• Ensure required licences, certificates and supplier documents are properly maintained where applicable.
• Support sustainable and responsible purchasing practices.

8. Reporting & Coordination

• Prepare regular purchasing and procurement reports.
• Monitor outstanding purchase orders and supplier deliveries.
• Track purchasing expenditure and major procurement activities.
• Work closely with Finance, F&B, Housekeeping, Engineering and other departments.
• Report purchasing issues, delays and cost concerns to the Purchasing Manager/Finance team.

Requirements

• Minimum 2–3 years of purchasing/procurement experience, preferably in the hospitality industry.
• Hotel pre-opening experience is an advantage.
• Experience in hotel operating supplies, F&B purchasing or general procurement is preferred.
• Good knowledge of supplier sourcing, quotation comparison and purchase order processes.
• Strong negotiation and communication skills.
• Good understanding of purchasing procedures and cost control.
• Proficient in Microsoft Office and purchasing/inventory systems.
• Detail-oriented, organised and able to manage multiple priorities.
• Hands-on and comfortable working in a fast-paced hotel pre-opening environment.
• Marriott or international hotel experience is an advantage.

Reports to: Purchasing Manager / Finance Manager
Salary Range: RM3000 - 4000

Pay: RM3,000.00 - RM4,000.00 per month

Benefits:

• Free parking
• Maternity leave
• Meal provided
• Parental leave

Ability to commute/relocate:

• Melaka: Reliably commute or planning to relocate before starting work (Required)

Experience:

• HR: 3 years (Required)
• foreign labor management: 3 years (Required)

Location:

• Melaka (Required)

Work Location: In person