Purchasing Manager

• Job Purpose
  
  

The Purchasing Manager is responsible for managing and overseeing the hotel's purchasing activities to ensure the timely procurement of goods and services at the best possible quality, price, and commercial terms.

The role is responsible for supplier management, competitive sourcing, negotiations, purchasing controls, market analysis, and coordination with all departments while ensuring compliance with hotel policies, approved budgets, and operational requirements.

• Job Qualifications
• 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.
• Key Areas of Responsibility
• Purchasing & Procurement Operations
• 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.
• Supplier & Market Management
• 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.
• Inventory & Cost Control
• 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.
• Financial & Compliance
• 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.
• Internal Customer Service
• 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.
• People & Culture
• 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.
• Administration
• 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.
• Other Duties
• 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.