Purchasing Assistant

The Purchasing Assistant supports the procurement team in sourcing, ordering, and following up on goods and services required by the hotel. The role ensures smooth procurement operations through accurate documentation, timely follow-ups, and maintaining strong supplier communication.

Procurement Support

• Assist in obtaining quotations from approved suppliers and preparing price comparison sheets.
• Support the preparation and issuance of purchase orders (POs).
• Follow up with suppliers to confirm order status, delivery dates, and any pending items.
• Ensure all purchase requests (PRs) are complete with proper specifications before processing.
• Assist in conducting market surveys and collecting updated pricing information.

Vendor Communication & Coordination

• Communicate regularly with suppliers regarding deliveries, shortages, quality issues, or delays.
• Maintain updated supplier contact details and documentation.
• Coordinate with various hotel departments (kitchen, engineering, housekeeping, stores) regarding their purchasing needs.

Documentation & Record Keeping

• Maintain organized records of PRs, quotations, POs, delivery notes, and supplier invoices.
• Update procurement tracking sheets and supplier databases.
• Ensure all procurement documents are accurate, complete, and audit-ready.
• Assist in verifying product specifications, quantity, and quality upon delivery (with Receiving team).

Inventory & Reporting

• Assist in monitoring stock levels and notifying the Purchasing Officer of low or urgent items.
• Help prepare weekly and monthly procurement reports.
• Track recurring purchases and update price lists regularly.

Financial & Compliance

• Ensure all purchases comply with hotel procurement policies and budget controls.
• Coordinate with Accounts Payable on invoice matching and resolving discrepancies.
• Support cost-saving efforts by identifying competitive pricing options.

General Duties

• Provide administrative support to the purchasing office.
• Handle emergency purchase requests when required.
• Maintain good relationships with suppliers and internal guests.
• Ensure cleanliness, organization, and professionalism in the purchasing office.

Certificate or diploma in Procurement, Supply Chain, Business, or related field.

1–2 years’ experience in purchasing or administrative roles (hospitality experience preferred).

Strong communication and negotiation skills.

Good knowledge of local suppliers and markets.

Excellent organization and documentation skills.

Proficiency in MS Office (Word, Excel) and purchasing systems.

Ability to work under pressure and handle multiple tasks.

Integrity, attention to detail, and strong follow-up skills.