Purchasing Officer

The Purchasing Officer is responsible for sourcing, negotiating, and purchasing high-quality products and services for the hotel at the best possible prices. The role ensures timely supply of goods, accurate documentation, strong vendor relationships, and compliance with the hotel’s procurement policies and quality standards.

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.

• Diploma or degree in Procurement, Supply Chain, Finance, or related field.
• Minimum 4+ years of experience in purchasing, preferably in hospitality or FMCG.
• Strong negotiation, communication, and vendor management skills.
• Excellent attention to detail and knowledge of procurement systems.
• Ability to work under pressure, meet deadlines, and handle multiple requests.
• Strong knowledge of local market suppliers.
• Computer literacy (MS Office, procurement software).
• Certification in procurement (CPSP, CIPS) is an added advantage.