Purchasing Officer

Procurement & Sourcing

• Source, evaluate, and select suppliers based on price, quality, reliability, and delivery timelines.
• Obtain competitive quotations, conduct price comparisons, and prepare purchase analyses.
• Place purchase orders (POs) accurately and ensure timely approval.
• Monitor pending orders and follow up with suppliers for timely delivery.

Vendor Management

• Maintain and update a list of approved suppliers.
• Build strong vendor relationships and negotiate favourable terms.
• Conduct supplier performance evaluations (quality, service, pricing).
• Resolve delivery issues, product discrepancies, or supplier disputes.

Inventory & Coordination

• Coordinate closely with the store, kitchen, engineering, and other departments to understand purchasing needs.
• Monitor stock levels and ensure timely replenishment without overstocking.
• Verify specifications, quality standards, and required quantities before purchasing.

Compliance & Documentation

• Ensure all purchases comply with hotel procurement policy and budget controls.
• Maintain accurate records of purchase requests, quotations, POs, invoices, and delivery notes.
• Assist in preparing monthly purchasing reports and cost-saving initiatives.
• Ensure food safety, quality, and hygiene standards are met when purchasing perishable items.

Financial Responsibilities

• Support cost control measures by negotiating best prices while maintaining quality.
• Work with the Accounts Payable team to resolve invoice discrepancies and process payments.
• Assist in annual budget preparations with accurate purchasing data and market price trends.

Other Responsibilities

• Conduct market surveys and research to stay updated on price fluctuations.
• Support emergency purchases when necessary.
• Ensure the purchasing office is organized, professional, and audit-ready.