We need a Purchasing Manager,
- University degree or diploma in Finance, Hospitality, Business Administration, Supply Chain Management, Procurement, or a related field is preferred.
- Minimum 2 years of experience as a Purchasing Manager, Materials Manager, or in a similar procurement leadership role, preferably within a hotel or large-scale hospitality operation.
- Strong knowledge of purchasing, procurement procedures, inventory management, receiving, and cost control.
- Good knowledge of Materials Management Systems such as SCALA or equivalent.
- Strong supplier sourcing, negotiation, and contract management skills.
- Good understanding of market pricing, product specifications, and purchasing controls.
- Strong analytical, problem-solving, administrative, and interpersonal skills.
- Good financial awareness with the ability to manage purchasing activities within approved budgets.
- Strong organizational skills and attention to detail.
- Good command of English; additional languages are an advantage.
- Strong computer skills and proficiency in Microsoft Office and relevant purchasing systems.
- Manages the overall purchasing activities of the hotel in accordance with established policies, procedures, and approved budgets.
- Ensures competitive quotations are obtained for purchases in accordance with the hotel’s purchasing policy.
- Sources products and services that meet the required quality, specifications, availability, and operational needs of the hotel.
- Conducts regular market surveys and obtains competitive quotations to ensure the hotel receives the best possible commercial terms.
- Negotiates effectively with suppliers to achieve competitive pricing, quality, payment terms, delivery conditions, and other commercial benefits.
- Reviews and processes approved Purchase Requests (PRs) and issues Purchase Orders (POs) in accordance with established procedures.
- Ensures purchases are made only against properly approved requests and within the appropriate authorization levels.
- Coordinates product and purchasing specifications with Department Heads and relevant operational teams.
- Ensures departments receive the required goods and services according to agreed specifications, quality standards, and timelines.
- Maintains accurate purchasing records, quotations, purchase orders, supplier information, and supporting documentation.
- Maintains thorough knowledge and effective use of the hotel’s Materials Management System.
- Ensures all purchasing transactions are properly recorded and accounted for.
- Handles purchasing correspondence, supplier negotiations, and procurement-related communication in the best interests of the hotel.
- Identifies, evaluates, and maintains relationships with reliable and competitive suppliers.
- Conducts supplier meetings and market research to remain updated on pricing, product availability, quality, and market trends.
- Obtains and evaluates quotations while ensuring an appropriate balance between price, quality, service, and reliability.
- Maintains an approved and reliable supplier base for frequently purchased products and services.
- Obtains regular price lists for key products, including Food & Beverage items where applicable.
- Monitors supplier performance in relation to quality, pricing, delivery, responsiveness, and agreed terms.
- Identifies alternative suppliers and products where opportunities exist to improve quality, availability, or cost efficiency.
- Maintains professional and ethical relationships with suppliers and business partners.
- Works closely with Receiving, Stores, Finance, Food & Beverage, Culinary, and other departments to maintain effective purchasing and inventory controls.
- Supports appropriate inventory levels to meet operational requirements while minimizing unnecessary stockholding.
- Ensures inventory items are purchased in accordance with established and approved par stock levels.
- Supports proper storage and FIFO rotation to minimize wastage and spoilage.
- Monitors purchasing trends, departmental consumption, and inventory levels and highlights unusual or excessive purchasing activity.
- Recommends alternative products, suppliers, or purchasing practices where opportunities for cost savings are identified.
- Supports the establishment and maintenance of appropriate controls over the movement, receipt, storage, and issuance of goods.
- Ensures product specifications, units of measure, reorder points, par stock levels, and purchasing information are accurately maintained in the Materials Management System.
- Provides historical purchasing information and cost projections to support forecasting and business planning activities.
- Monitors purchasing-related costs and implements measures to achieve effective cost control.
- Works closely with the Director of Finance and Department Heads to ensure purchasing activities remain within approved budgets.
- Provides relevant purchasing data, market information, and cost projections to support budgeting and forecasting.
- Advises management and Department Heads of significant price changes, purchasing trends, and cost implications.
- Ensures compliance with hotel, company, and applicable local policies and regulations relating to procurement, financial controls, record keeping, and authorization.
- Maintains transparent and ethical procurement practices at all times.
- Ensures purchasing documentation is complete, accurate, properly authorized, and available for audit purposes.
- Provides professional, courteous, and efficient service to all departments.
- Works closely with Department Heads to understand operational requirements and purchasing priorities.
- Responds promptly to departmental enquiries and follows up on outstanding purchases or delivery requirements.
- Communicates any supply shortages, delivery delays, price changes, or product availability issues to the relevant departments.
- Maintains positive and collaborative working relationships across the hotel.
- Works proactively with operational teams to identify appropriate alternatives when requested products are unavailable.
- Supports the recruitment, selection, onboarding, training, and development of team members within the department where applicable.
- Ensures team members understand and comply with purchasing procedures, financial controls, and hotel policies.
- Provides coaching, guidance, and feedback to team members to support their professional development.
- Ensures appropriate departmental scheduling based on operational and business requirements.
- Promotes teamwork, accountability, professionalism, and continuous improvement.
- Demonstrates and reinforces GHM’s Core Values and the hotel’s culture.
- Ensures high standards of grooming, conduct, and professional presentation within the department.
- Maintains accurate supplier records, price lists, product catalogues, contracts, quotations, and purchasing history.
- Ensures required departmental, hotel, corporate, and governmental reports are prepared accurately and submitted within required timelines.
- Maintains appropriate purchasing policies, procedures, records, and supporting documentation.
- Conducts regular departmental communication and briefings as required.
- Supports internal and external audits by providing accurate purchasing documentation and information.
- Maintains confidentiality of commercial information, supplier agreements, pricing, and hotel financial information.
- Attends and contributes to required training sessions, departmental meetings, and hotel meetings.
- Maintains strong and professional relationships with suppliers, business partners, and relevant industry representatives.
- Reads, understands, and complies with the Employee Handbook and all applicable hotel policies and procedures.
- Complies with policies relating to fire safety, health and safety, hygiene, security, and computer resources.
- Maintains high standards of personal presentation and professional conduct.
- Responds positively and flexibly to changes in operational and business requirements.
- Carries out any other reasonable duties and responsibilities assigned by management.
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