Purchasing Officer (Hospitality)

Purpose of the RoleThe Purchasing Officer is responsible for sourcing, negotiating, and purchasing materials, equipment, and services required for the organization’s operations. This role ensures timely procurement at the best possible cost, quality, and terms, while maintaining compliance with company policies and supplier agreements. The position requires strong coordination, market awareness, and supplier relationship management to support smooth business operations.Key Responsibilities1. Procurement & SourcingIdentify, evaluate, and select reliable suppliers and vendors.Obtain quotations, compare prices, and negotiate contracts to achieve cost-effective purchasing.Ensure all purchases are made within budget and approved guidelines.Maintain updated records of suppliers, products, and pricing.Prepare and issue purchase orders (POs) in accordance with approved requisitions.Monitor and track all outstanding purchase requests and deliveries.2. Supplier Relationship ManagementDevelop and maintain professional relationships with suppliers.Conduct supplier performance evaluations and recommend improvements or alternatives.Resolve supplier issues regarding quality, pricing, or delivery delays.Support in building long-term partnerships with key vendors.3. Inventory & Logistics CoordinationCoordinate with the warehouse and operations teams to ensure adequate stock levels.Track shipments and ensure timely delivery of goods and materials.Verify received items against purchase orders and resolve discrepancies promptly.Liaise with logistics partners to optimize transport and delivery schedules.4. Cost Control & DocumentationMonitor market trends to identify cost-saving opportunities.Maintain proper documentation of all procurement activities for audit purposes.Prepare regular reports on purchasing, price trends, and supplier performance.Support budgeting and cost analysis activities in coordination with the finance team.5. Compliance & Quality AssuranceEnsure compliance with company procurement policies and approval procedures.Verify that all purchased goods and services meet required quality and safety standards.Follow ethical purchasing practices and maintain confidentiality in all procurement dealings.Qualifications & ExperienceBachelor’s degree in Supply Chain Management, Business Administration, or a related field.Minimum 2–4 years of experience in purchasing or procurement, preferably in [industry, e.g., manufacturing, hospitality, or F&B].Strong knowledge of purchasing principles, vendor management, and inventory control.Experience using ERP or procurement systems (e.g., SAP, Oracle, or similar).Key SkillsExcellent negotiation and communication skills.Strong analytical and problem-solving abilities.High attention to detail and organizational skills.Ability to work under pressure and meet deadlines.Proficiency in MS Office (Excel, Word, Outlook).Strong ethics and commitment to compliance and transparency.