Purchasing Officer

Job Summary

The Purchasing Officer is responsible for sourcing, procuring, and ensuring the timely delivery of quality goods and services required for the hotel's daily operations. This role manages supplier relationships, evaluates quotations, processes purchase orders, and monitors inventory requirements while ensuring compliance with company policies, procurement procedures, and approved budgets. The Purchasing Officer works closely with the Finance, Receiving, Warehouse, Food & Beverage, Kitchen, and other operating departments to maintain efficient purchasing operations and support the hotel's operational objectives.

Key Responsibilities

• Source, evaluate, and negotiate with suppliers for food, beverage, operating supplies, equipment, and non-food items based on operational requirements.
• Prepare, process, and monitor purchase orders in accordance with approved purchase requisitions, budgets, and company procurement procedures.
• Conduct buy-out or market purchasing for urgent operational requirements while ensuring cost efficiency, product quality, and timely delivery.
• Ensure the timely procurement of goods and services to support uninterrupted hotel operations.
• Obtain and compare supplier quotations to secure the best value in terms of quality, pricing, delivery schedules, and product specifications.
• Coordinate with the Receiving, Warehouse, Cost Control, Finance, and end-user departments to verify deliveries, resolve discrepancies, and ensure complete documentation.
• Maintain accurate and updated records of supplier information, purchase orders, contracts, quotations, pricing, and procurement transactions.
• Monitor inventory levels in coordination with the Warehouse and user departments to prevent stock shortages, overstocking, and unnecessary purchases.
• Evaluate supplier performance based on quality, pricing, reliability, delivery performance, and customer service, and recommend improvements when necessary.
• Establish and maintain positive working relationships with accredited suppliers and identify potential new vendors.
• Ensure all procurement activities comply with company policies, internal controls, ethical procurement practices, and audit requirements.
• Assist in preparing procurement reports, purchasing analyses, and other documentation as required by management.
• Perform other duties and responsibilities assigned by the Purchasing Manager or Management.

Qualifications

• Bachelor's degree in Business Administration, Supply Chain Management, Hospitality Management, Logistics, or a related field.
• At least 2 years of experience in purchasing, procurement, or supply chain operations, preferably in the hospitality or hotel industry.
• Knowledge of procurement processes, supplier management, inventory control, and purchasing documentation.
• Strong negotiation, analytical, and problem-solving skills.
• Proficient in Microsoft Office applications, particularly Microsoft Excel.
• Experience with procurement, inventory, or ERP systems is an advantage.
• Excellent communication, interpersonal, and organizational skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• High level of integrity, professionalism, and attention to detail.