Purchasing & Receiving Officer

The role requires close coordination with suppliers purchasing finance stores and hotel departments to ensure timely availability of quality products while maintaining accurate documentation and cost control b b b

• Manage day-to-day purchasing activities in accordance with hotel policies and approved procedures
• Prepare and process purchase orders based on approved requisitions and operational requirements
• Coordinate with suppliers to obtain quotations, confirm prices, availability and delivery schedules
• Receive and inspect all incoming goods and supplies delivered to the hotel
• Verify delivered items against purchase orders, delivery notes, specifications, quantities and quality standards
• Identify and report discrepancies, damaged goods, incorrect deliveries or quality issues to the relevant departments
• Ensure all receiving documents are accurately completed and properly recorded
• Coordinate with the Stores and relevant hotel departments for the proper handling and storage of received items
• Maintain accurate records of purchases, deliveries, invoices and receiving reports
• Ensure proper documentation and approvals are obtained before processing purchases and receiving goods
• Assist with monitoring supplier performance, pricing, delivery times and product quality
• Follow hotel standards for food, beverage, operating supplies, equipment and other purchased items
• Ensure compliance with health safety hygiene and food safety requirements when receiving food and beverage products
• Conduct regular checks to ensure received goods meet agreed specifications and standards
• Work closely with Finance to ensure purchasing and receiving records match invoices and supporting documents
• Support inventory control and stock management activities when required
• Maintain professional relationships with suppliers and internal departments
• Ensure confidentiality, accuracy and integrity of purchasing and receiving information
• Perform other duties and responsibilities assigned by the management

Previous experience in purchasing, receiving, procurement, stores, or a similar role, preferably within a hotel or hospitality environment .Knowledge of purchasing and receiving procedures and documentation.

Good understanding of supplier coordination and basic cost-control principles.

Strong attention to detail and numerical accuracy.

Good organizational and time-management skills.

Ability to identify discrepancies and resolve receiving issues efficiently.

Good communication and interpersonal skills.

Proficiency in Microsoft Office; experience with hotel procurement or inventory systems is an advantage.

Ability to work effectively with multiple departments in a fast-paced hotel environment.

Good command of English; additional languages are an advantage.