Purchasing Executive

Position Summary

The Purchasing Executive is responsible for sourcing, negotiating, and procuring goods and services required for hotel operations while ensuring quality, cost efficiency, and timely delivery. The role supports daily purchases, vendor relationship management, tender administration, and compliance with company procurement policies and procedures.

Key Responsibilities
• Source and evaluate suppliers for food, beverage, operating supplies, equipment, and services.
• Obtain quotations, conduct price comparisons, and negotiate pricing, terms with vendors.
• Raise purchase orders and ensure timely procurement of goods and services.
• Monitor inventory levels and coordinate with departments to maintain adequate stock levels.
• Manage tendering and bidding processes in accordance with company policies.
• Develop and maintain strong relationships with suppliers and internal stakeholders.
• Review supplier performance on quality, service, delivery, and pricing.
• Process and verify invoices, purchase orders, and supporting documentation.
• Ensure procurement activities comply with company policies and audit standards.
• Analyze spending patterns and identify cost-saving opportunities.
• Support tender renewals, supplier onboarding, and vendor performance evaluations.
• Prepare savings reports, and purchasing analyses for management review.
• Coordinate with receiving and store teams to resolve delivery discrepancies and supplier issues.
• Maintain accurate procurement quotations and documentation.

Preferred Qualifications
Education: Diploma in Hospitality Management, or a related field.
Related Work Experience: Prefer minimum 1 - 2 years of experience in purchasing/procurement, or hospitality purchasing.

Skills & Competencies:
• Strong negotiation and vendor management skills.
• Knowledge of procurement and tendering processes.
• Good analytical and cost management abilities.
• Proficient in Microsoft Office applications, particularly Excel.
• Experience with any procurement system, Birchstreet system preferred if possible.
• Strong communication and interpersonal skills.
• Detail-oriented with excellent organizational abilities.