Purchasing Executive

Primary Responsibilities

1. Purchasing & Procurement Operations

• Assist in sourcing and purchasing food beverage and non-food items in accordance with approved purchase requisitions.

• Prepare and generate Purchase Orders (PO) based on approved requisitions and ensure accuracy of details.

• Obtain price quotations from approved suppliers and assist in price comparison and cost control.

• Follow up with suppliers to ensure timely delivery of goods and services.

• Coordinate with the Executive Chef F&B and user departments on product specifications and delivery requirements.

• Ensure all purchasing activities comply with company policies and procedures.

• Maintain accurate purchasing records files and documentation.

• Assist in maintaining an updated and approved supplier/vendor list.

• Support the Purchasing Manager in supplier negotiations when required.

2. Receiving Inventory & Quality Control

• Coordinate with the Receiving and Store teams to ensure goods received match purchase orders in quantity and quality.

• Assist in conducting regular stock checks and inventories with store personnel.

• Report discrepancies damages or shortages to the Purchasing Manager immediately.

• Ensure proper documentation for goods received including Delivery Orders (DO) and invoices.

• Support surprise checks on receiving and storage areas to ensure compliance with HACCP standards.

• Assist in supplier premise checks when required under the guidance of the Purchasing Manager and Executive Chef.

3. Reporting & Administration

• Prepare daily weekly and monthly purchasing reports as assigned.

• Update price lists and ensure accurate data entry in the purchasing system.

• Assist in tracking market price trends and product availability.

• Provide administrative support for audits and management reviews.

4. Teamwork & Professional Conduct

• Work closely with internal departments to ensure smooth purchasing operations.

• Maintain professional communication with suppliers and internal stakeholders.

• Follow grooming hygiene and professional conduct standards at all times.

• Participate in departmental meetings briefings and training sessions as required.

5. Safety & Other Responsibilities

• Be familiar with hotel fire life safety and emergency procedures.

• Comply with company policies SOPs and safety regulations.

• Perform any other reasonable duties assigned by the Purchasing Manager or Management.

Qualifications :

• Diploma or Bachelors Degree in Purchasing Supply Chain Management Business Administration Hospitality Management or a related field.

• Minimum 13 years of experience in purchasing or procurement preferably within the hotel or hospitality industry.

• Basic knowledge of purchasing procedures inventory control and cost management.

• Familiarity with hotel purchasing systems and ERP software is an advantage.

• Strong communication and interpersonal skills.

• Good negotiation and coordination abilities.

• Well-organized detail-oriented and able to work under pressure.

• Proficient in Microsoft Office applications (Excel Word Outlook).

• Able to work independently and as part of a team.

• High level of integrity and confidentiality

Remote Work :

No

Employment Type :

Full-time