Purchasing Manager

The Purchasing Manager is responsible for planning, directing, and managing the procurement of goods and services required for hotel operations. This role ensures timely purchasing, cost control, quality assurance, and compliance with company policies while maintaining strong relationships with suppliers.

Key Responsibilities

Procurement & Purchasing

• Manage the procurement of food, beverage, operating supplies, equipment, and services for all hotel departments.
• Source, evaluate, and negotiate with suppliers to obtain the best quality, pricing, and delivery terms.
• Issue Purchase Orders (POs) in accordance with hotel procurement policies.
• Ensure timely delivery of all requested items to support uninterrupted hotel operations.
• Identify alternative suppliers to ensure business continuity and cost savings.

Vendor Management

• Develop and maintain strong relationships with approved suppliers.
• Evaluate supplier performance based on quality, pricing, reliability, and service.
• Conduct supplier negotiations for contracts, pricing, payment terms, and service agreements.
• Ensure all suppliers comply with hotel standards and legal requirements.

Cost Control

• Monitor market trends and pricing to ensure competitive purchasing.
• Achieve cost-saving initiatives without compromising quality.
• Work closely with Finance and department heads on budget planning and expenditure control.
• Prepare cost comparison analyses and recommend the best purchasing options.

Inventory & Stores Coordination

• Coordinate with the Store Department to maintain optimal inventory levels.
• Monitor stock availability and prevent overstocking or stock shortages.
• Ensure all purchases align with approved inventory levels and operational requirements.

Compliance & Documentation

• Ensure all procurement activities comply with company policies, internal controls, and audit requirements.
• Maintain accurate purchasing records, supplier contracts, quotations, and documentation.
• Ensure proper authorization and approval processes are followed for all purchases.

Team Leadership

• Supervise and develop the Purchasing team.
• Provide coaching, training, and performance feedback.
• Foster teamwork and continuous improvement within the department.

Collaboration

• Work closely with Finance, Kitchen, Housekeeping, Engineering, F&B, Rooms, and other departments to understand purchasing requirements.
• Participate in budget planning and annual procurement strategies.
• Support hotel projects, renovations, and pre-opening procurement activities when required.

Qualifications

• Diploma or Bachelor's Degree in Purchasing, Supply Chain Management, Business Administration, Hospitality Management, or a related field.
• Minimum 3–5 years of purchasing experience, preferably in the hospitality industry.
• Previous supervisory or managerial experience is preferred.
• Knowledge of procurement systems, inventory management, and purchasing procedures.
• Strong negotiation, analytical, and communication skills.
• Proficient in Microsoft Office and purchasing/ERP systems.
• Excellent organizational and time management skills.
• Ability to work under pressure and meet deadlines.

Key Competencies

• Negotiation & Vendor Management
• Cost Control & Budget Management
• Procurement Planning
• Inventory Management
• Strategic Sourcing
• Attention to Detail
• Decision Making
• Leadership & Team Management
• Communication & Interpersonal Skills
• Problem Solving
• Integrity & Ethical Conduct