Purchasing Assistant

OVERVIEW/BASIC FUNCTION:

The Purchasing Assistant supports the hotel’s procurement operations by coordinating the sourcing and purchasing of goods and services across various departments. This role involves obtaining competitive bids, selecting approved suppliers, and ensuring timely delivery of quality products. The Purchasing Assistant also verifies received items for accuracy and quality, maintains compliance with relevant standards, and ensures all purchases, returns, and credits are properly documented and consolidated into daily reports.

RESPONSIBILITIES:

• Assist in daily procurement activities and complete administrative procedures for purchase requests and orders.

• Coordinate closely with Receiving and Storeroom teams to verify deliveries and ensure product quality.

• Maintain HACCP and ADFCA standards throughout the procurement and storage process, including proper documentation.

• Assist in handling the procurement of all Food & Beverage and non-food items through approved vendors.

• Establish and maintain strong relationships with suppliers, ensuring compliance with hotel terms and conditions.

• Maintain knowledge of standard specifications and ensure purchases align with operational requirements.

• Expedite delivery of purchase orders and communicate with departments regarding delays or shortages.

• Source alternative products or suppliers when necessary to meet operational needs.

• Prepare and process accurate purchase requests and maintain timely documentation.

• Create price comparison sheets and bid summary reports to support decision-making.

• Maintain and update vendor database with all required documentation and pricing information.

• Continuously seek new vendors and alternative sources to maximize value for money.

• Monitor open purchase orders and follow up to ensure timely delivery and cost efficiency.

• Collaborate with department managers to maintain appropriate inventory levels and prepare relevant reports.

• Demonstrate strong analytical skills, attention to detail, and the ability to meet tight deadlines.

QUALIFICATIONS:

• Experience: Minimum one year’s experience in a similar position within the hospitality industry.

• Education: High school diploma.

• General Skills: Must be able to perform job functions with attention to detail, speed and accuracy;

prioritize, organize and follow-up; be a clear thinker, remaining calm and resolving problems using good judgment; follow directions thoroughly; understand a guest’s service needs; work cohesively with co-workers as part of a team; work with minimal supervision; maintain confidentiality of guest information and pertinent hotel data.

• Technical Skills: Basic math skills; proficiency with computers and other office equipment.

• Language: Required to speak, read and write English, with fluency in other languages preferred.

• Physical Requirements: Must be able to exert physical effort, endure various physical movements throughout

the work areas, reach up and down, remain stationary at times throughout work periods, and satisfactorily communicate with guests and co-workers to their understanding.

• Licenses & Certifications: None required.