The role requires close coordination with suppliers, purchasing, finance, stores, and hotel departments to ensure timely availability of quality products while maintaining accurate documentation and cost control.
Key Responsibilities
- Manage day-to-day purchasing activities in accordance with hotel policies and approved procedures.
- Prepare and process purchase orders based on approved requisitions and operational requirements.
- Coordinate with suppliers to obtain quotations, confirm prices, availability, and delivery schedules.
- Receive and inspect all incoming goods and supplies delivered to the hotel.
- Verify delivered items against purchase orders, delivery notes, specifications, quantities, and quality standards.
- Identify and report discrepancies, damaged goods, incorrect deliveries, or quality issues to the relevant departments.
- Ensure all receiving documents are accurately completed and properly recorded.
- Coordinate with the Stores and relevant hotel departments for the proper handling and storage of received items.
- Maintain accurate records of purchases, deliveries, invoices, and receiving reports.
- Ensure proper documentation and approvals are obtained before processing purchases and receiving goods.
- Assist with monitoring supplier performance, pricing, delivery times, and product quality.
- Follow hotel standards for food, beverage, operating supplies, equipment, and other purchased items.
- Ensure compliance with health, safety, hygiene, and food safety requirements when receiving food and beverage products.
- Conduct regular checks to ensure received goods meet agreed specifications and standards.
- Work closely with Finance to ensure purchasing and receiving records match invoices and supporting documents.
- Support inventory control and stock management activities when required.
- Maintain professional relationships with suppliers and internal departments.
- Ensure confidentiality, accuracy, and integrity of purchasing and receiving information.
- Perform other duties and responsibilities assigned by the management.