Purchasing Coordinator

Procurement Operations

• Process and track purchase requisitions (PRs) and purchase orders (POs) in accordance with approval limits and policies.
• Source quotes, prepare comparative statements, and support supplier selection for routine purchases.
• Follow up with suppliers on order confirmations, delivery schedules, backorders, and substitutions.
• Coordinate with receiving/store to ensure delivered items match PO, invoice, and delivery note (quantity, specs, brand, expiry).

Vendor & Contract Support

• Maintain supplier master data (contacts, payment terms, catalogs, certifications).
• Support vendor onboarding and compliance documents (e.g., trade license, food safety docs where applicable).
• Assist with contract administration (rate agreements, SLAs) and track renewal dates.

Inventory / Store Coordination (Hotel-specific)

• Coordinate with stores for stock levels, reorder points, and fast-moving/critical items.
• Support monthly stock counts and investigate variances with storekeeping/department heads.
• Ensure proper handling of perishables (F&B) and controlled items (chemicals, engineering parts).

Cost Control & Compliance

• Ensure purchases align with budgets, par levels, and approved brands/specs.
• Enforce documentation standards: PR/PO approvals, GRN/receiving, invoice matching (3-way match).
• Report exceptions: urgent purchases, price variance, over/under deliveries, non-compliant vendors.

Administration & Reporting

• Maintain organized procurement files (digital + hardcopy): PRs, POs, GRNs, invoices, quotes.
• Generate routine reports: open POs, pending deliveries, vendor performance issues, savings opportunities.
• Coordinate with Accounts Payable to resolve invoice discrepancies and ensure timely payments.

Qualifications & Experience

• Diploma/Bachelor’s in Business, Supply Chain, Hospitality, or related field (preferred).
• 2+ years in purchasing/procurement, ideally in hotel or hospitality (F&B + Rooms exposure is a plus).
• Experience with procurement/ERP systems (e.g., Opera, SunSystems, SAP, Oracle, BirchStreet, Material Control, or similar).

Required Skills & Competencies

• Strong coordination and follow-up; able to manage multiple urgent requests.
• Vendor communication and negotiation basics (quotes, terms, delivery).
• Solid Excel skills (comparisons, trackers, pivot tables preferred).
• Detail-oriented: documentation, approvals, and compliance discipline.
• Understanding of hotel categories: F&B, housekeeping, engineering, rooms, uniforms, amenities.
• Integrity and confidentiality in handling pricing and supplier information.

KPIs (Suggested)

• On-time delivery rate / reduced stock-outs
• PO cycle time (PR → PO → delivery)
• % invoice discrepancies / 3-way match compliance
• Cost savings / avoidance (quote compliance, contract adherence)
• Vendor performance issues resolution time

Working Conditions

Job Type: Full-time