Job description

The Purchasing Manager oversees the end-to-end procurement and supply chain operations of the hotel. Reporting to the Director of Finance, this department head role is responsible for sourcing, negotiating, and purchasing all materials, food and beverage inventory, operating supplies, equipment (OS&E), and vendor services required for hotel operations.

The primary objective is to secure the highest quality goods and services at the most competitive pricing, maintain optimal stock levels, ensure full compliance with health and hygiene regulations, and safeguard hotel profitability through strategic cost control.



Departmental Leadership & Sourcing Strategy

• Lead, train, and manage the purchasing, receiving, and storeroom personnel, ensuring seamless inventory movement and cross-departmental support.
  
• Develop, implement, and maintain hotel procurement SOPs in accordance with company corporate standards and internal audit guidelines.
  
• Build, evaluate, and maintain strong vendor and supplier relationships, conducting regular supplier audits, quality reviews, and price benchmarking.
  

• Manage all purchasing activities across Food & Beverage, Rooms Division, Engineering, Spa, and Administrative departments.
  
• Conduct competitive bidding processes, tender analyses, and contract negotiations for recurring supplies, capital expenditures (CapEx), and service contracts.
  
• Monitor market trends, price fluctuations, and seasonal variations (especially for fresh produce and imported F&B goods) to optimize purchase timing and cost efficiency.
  

• Collaborate closely with the Cost Controller and Executive Chef on daily market lists, yield testing, and recipe costing.
  
• Ensure all purchase orders (POs) are properly authorized according to established approval matrices before order placement.
  
• Establish par stock levels for storerooms and outlets to minimize carrying costs, prevent spoilage/waste, and eliminate stockouts.
  
• Review monthly inventory discrepancies alongside the Finance team and resolve receiving variances immediately.
  

• Oversee receiving department procedures to guarantee all incoming deliveries match PO specifications, quality standards, and weight requirements.
  
• Enforce strict compliance with local health department regulations, HACCP standards, and food safety guidelines for receiving and storage areas.
  
• Ensure proper documentation and immediate processing of credit memos for damaged, short-shipped, or returned goods.
  

• Oversee month-end supplier reconciliations and coordinate with Accounts Payable to resolve invoice discrepancies and maintain healthy credit terms.
  
• Prepare monthly purchasing variance reports, cost-saving initiative summaries, and vendor performance evaluations for senior management.
  
• Assist in preparing annual departmental operating and capital expenditure budgets.