Reports To: Finance Manager / Procurement Manager / Director of Operations

Main Function

The Purchasing Officer is responsible for sourcing, evaluating, and procuring goods and services required for the smooth and efficient operation of the hotel. This role ensures that all purchasing activities align with the hotel’s brand standards, budgetary guidelines, and quality expectations. The Purchasing Officer works closely with multiple departments to guarantee timely supply, cost-effectiveness, and sustainability within a luxury hospitality environment.

Role Responsibilities

Procurement & Vendor Management

• Source and purchase high-quality goods, materials, and services that meet hotel standards.
• Establish and maintain strong vendor relationships, negotiate pricing, supply terms, and service agreements.
• Evaluate supplier performance and maintain an approved vendor list.
• Ensure procurement adheres to hotel policies, ethical standards, and legal requirements.

Operational Coordination

• Work with department heads (Culinary, Housekeeping, Spa, Engineering, Front Office, etc.) to understand procurement needs and consumption trends.
• Process Purchase Requests (PRs), generate Purchase Orders (POs), and coordinate delivery schedules.
• Ensure stock availability to support seamless hospitality operations, especially during peak periods and special events.

Cost Control & Financial Oversight

• Benchmark prices, conduct market analysis, and negotiate for best value without compromising quality.
• Track procurement costs, analyze spending patterns, and report cost-saving opportunities.
• Assist in budget preparation and forecast material needs based on seasonal occupancy and demand.

Inventory & Supply Chain Support

• Coordinate with the store/warehouse team to maintain optimal stock levels.
• Monitor deliveries, product quality, expiry, and discrepancies.
• Follow up on damaged goods, short deliveries, or rejected items and initiate corrective actions.

Documentation & Compliance

• Maintain accurate procurement records, contracts, vendor documents, and audit trails.
• Ensure compliance with internal purchasing procedures and external regulatory guidelines.
• Support internal and external audits when required.

Quality Assurance

• Verify product quality, packaging, and specification before acceptance.
• Uphold luxury brand standards regarding guest consumables, food ingredients, linens, spa items, and operational supplies.
• Coordinate product sampling, pilot deliveries, or vendor tests when onboarding new suppliers.

Experience / Qualification

• Bachelor’s degree in Supply Chain Management, Business Administration, Hospitality, or related field.
• Minimum 3–5 years purchasing experience, preferably in a luxury hotel or hospitality environment.
• Proven negotiation skills and vendor management expertise.
• Knowledge of procurement software, ERP systems, and inventory management tools.
• Familiarity with hotel operations and product categories (F&B, rooms, spa supplies, engineering materials, uniforms, etc.).

Competencies / Skills

Technical & Analytical Skills

• Strong purchasing and supply chain knowledge.
• Ability to analyze prices, compare quotations, and make data-driven decisions.
• High proficiency in Excel, financial analysis, and procurement reporting.

Communication & Relationship Management

• Excellent negotiation and interpersonal skills.
• Ability to collaborate effectively with suppliers and internal departments.

Commercial Awareness

• Understanding of cost-control principles, hospitality quality standards, and sustainability practices.
• Ability to balance budget constraints with luxury brand expectations.

Behavioural Qualities / Other Competencies

• Integrity, confidentiality, and strong ethical values.
• Attention to detail and accuracy in documentation.
• Ability to handle pressure, tight deadlines, and multiple priorities.
• Disciplined, reliable, and proactive in problem-solving.
• Professional conduct when dealing with high-level stakeholders and suppliers.