Purchasing Manager

Key Responsibilities

• 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.