Purchasing Staff

Key Responsibilities:

1. Sourcing, Canvassing & Price Negotiation

• Receive and review approved Purchase Requisitions (PRs) from various hotel departments (F&B, Housekeeping, Front Office, Culinary, HR).
• Source suppliers, distributors, and local importers for goods, ingredients, guest amenities, and administrative supplies.
• Conduct price canvassing by securing a minimum of three competitive quotations per requirement, evaluating vendors based on pricing, product quality, payment terms, and delivery lead times.
• Negotiate wholesale rates, volume discounts, and payment terms (e.g., 30- to 60-day credit terms) with accredited suppliers.

2. Purchase Order Processing & Vendor Management

• Prepare, generate, and issue official Purchase Orders (POs) using hotel inventory software, obtaining required authorization signatures from the Purchasing Manager and Financial Controller.
• Maintain positive working relationships with suppliers while monitoring vendor reliability, product quality, and delivery punctuality.
• Track pending delivery schedules and follow up with suppliers on back-ordered or delayed items to prevent operational bottlenecks.

3. Receiving Dock Coordination & Quality Assurance

• Liaise directly with the Receiving Clerk / Dock Officer and requesting departments upon product arrival to verify that deliveries match PO specifications, quantities, and quality standards.
• Address delivery discrepancies, damaged items, or substandard goods with suppliers, issuing return-to-vendor (RTV) slips and securing credit notes.
• Coordinate with the Cost Control team to verify price variances between Purchase Orders and supplier invoices.

4. Invoice Processing & Record Keeping

• Match Purchase Requisitions (PRs), Purchase Orders (POs), Delivery Receipts (DRs), and Sales Invoices (SIs) prior to submitting complete payment packages to Accounts Payable.
• Maintain accurate files for active contracts, vendor profiles, price comparison sheets, accreditation documents, and market price lists.
• Monitor market price fluctuations (especially for seasonal fresh produce, meats, and seafood in the Philippines) and inform the Purchasing Manager and Executive Chef of significant cost variations.

Position Requirements in the Philippines:

1. Education

• Bachelor’s degree in Hospitality Management (BSHM), Supply Chain / Logistics, Business Administration, Accounting, or related fields.

2. Experience

• 1–2 years of purchasing or procurement experience, preferably within a hotel, resort, restaurant chain, or supermarket supply chain. Entry-level applicants with strong internship (OJT) backgrounds in hotel materials management are regularly considered.

3. Software Proficiency

• Proficiency in MS Office (especially Excel for price comparisons) and hotel ERP/inventory management software (e.g., Materials Control, SAP, FMC, Oracle).

4. Local Market Knowledge

• Familiarity with local Philippine supplier networks (e.g., Metro Manila wholesale markets, provincial agricultural suppliers, imported F&B distributors) is an advantage.

5. Personal Integrity & Skills

• Uncompromising personal ethics and integrity (vulnerability to supplier gifts/kickbacks requires strict adherence to corporate anti-corruption policies); strong negotiation, analytical, and time-management skills.

6. Language Skills

• Excellent communication skills in Filipino and English for contract negotiations and vendor correspondence.