Purchasing Coordinator

Key Roles and Responsibilities :

• Purchase hotel materials equipment food items beverages linens guest supplies and maintenance items.
• Obtain quotations from multiple vendors and negotiate competitive pricing.
• Prepare and process Purchase Orders (POs) according to hotel policies.
• Ensure timely delivery of goods and services.

• Identify and evaluate reliable suppliers and vendors.
• Maintain strong relationships with approved vendors.
• Conduct vendor performance reviews based on quality delivery and pricing.
• Coordinate annual rate contracts and agreements.

• Monitor stock levels to avoid shortages or overstocking.
• Coordinate with stores and receiving departments for inventory management.
• Track slow-moving and fast-moving items.
• Support monthly inventory audits and stock verification.

• Compare market prices and analyse purchasing trends.
• Help departments reduce operational costs without compromising quality.
• Maintain proper documentation for budget tracking and audits.
• Ensure procurement follows approved budget limits.

• Work closely with chefs housekeeping managers engineering and department heads.
• Understand departmental requirements and urgency levels.
• Coordinate emergency purchases when needed.

• Ensure purchased products meet hotel quality standards.
• Verify specifications expiry dates and certifications.
• Coordinate with receiving staff for quality inspection of delivered goods.

• Maintain records of purchases invoices quotations and contracts.
• Prepare daily weekly and monthly procurement reports.
• Follow hotel procurement SOPs and brand standards.
• Ensure compliance with hygiene safety and legal regulations.
• Assist during internal and external audits.

• Negotiation and communication skills
• Vendor management
• Knowledge of hotel materials and products
• Cost analysis and budgeting
• Inventory management
• Computer proficiency (Excel ERP systems)
• Attention to detail
• Time management

• Cost savings achieved
• On-time procurement rate
• Vendor performance score
• Inventory accuracy
• Reduction in wastage
• Compliance with budget

• Bachelors degree in Hotel Management Commerce Supply Chain or Business Administration
• 8 years of purchasing/procurement experience in hospitality
• Knowledge of luxury hotel operations preferred
  
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