Key Roles and Responsibilities :
- Purchase hotel materials, equipment, food items, beverages, linens, guest supplies, and maintenance items.
- Obtain quotations from multiple vendors and negotiate competitive pricing.
- Prepare and process Purchase Orders (POs) according to hotel policies.
- Ensure timely delivery of goods and services.
Vendor Management
- Identify and evaluate reliable suppliers and vendors.
- Maintain strong relationships with approved vendors.
- Conduct vendor performance reviews based on quality, delivery, and pricing.
- Coordinate annual rate contracts and agreements.
Inventory & Stock Control
- Monitor stock levels to avoid shortages or overstocking.
- Coordinate with stores and receiving departments for inventory management.
- Track slow-moving and fast-moving items.
- Support monthly inventory audits and stock verification.
Cost Control
- Compare market prices and analyse purchasing trends.
- Help departments reduce operational costs without compromising quality.
- Maintain proper documentation for budget tracking and audits.
- Ensure procurement follows approved budget limits.
Coordination with Departments
- Work closely with chefs, housekeeping managers, engineering, and department heads.
- Understand departmental requirements and urgency levels.
- Coordinate emergency purchases when needed.
Quality Assurance
- Ensure purchased products meet hotel quality standards.
- Verify specifications, expiry dates, and certifications.
- Coordinate with receiving staff for quality inspection of delivered goods.
Documentation & Reporting
- Maintain records of purchases, invoices, quotations, and contracts.
- Prepare daily, weekly, and monthly procurement reports.
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Follow hotel procurement SOPs and brand standards.
- Ensure compliance with hygiene, safety, and legal regulations.
- Assist during internal and external audits.
Skills Required
- Negotiation and communication skills
- Vendor management
- Knowledge of hotel materials and products
- Cost analysis and budgeting
- Inventory management
- Computer proficiency (Excel, ERP systems)
- Attention to detail
- Time management
Typical KPIs (Key Performance Indicators)
- Cost savings achieved
- On-time procurement rate
- Vendor performance score
- Inventory accuracy
- Reduction in wastage
- Compliance with budget
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Qualifications Usually Required
- Bachelor’s degree in Hotel Management, Commerce, Supply Chain, or Business Administration
- 8+ years of purchasing/procurement experience in hospitality
- Knowledge of luxury hotel operations preferred
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