purchasing coordinator

Job Description

The Purchasing Coordinator is responsible for supporting the procurement process by sourcing goods and services, preparing purchase orders, coordinating with suppliers, monitoring deliveries, and ensuring that all purchasing activities comply with hotel policies and budget requirements.

Reporting to the Materials Manager, responsibilities and essential job functions include but are not limited to the following:             

• Receive and process purchase requests from departments.
• Obtain quotations from approved suppliers and compare prices, quality, and delivery terms.
• Prepare and issue purchase orders in accordance with hotel policies.
• Coordinate with suppliers to ensure timely delivery of goods and services.
• Follow up on pending orders and resolve delivery discrepancies.
• Maintain accurate purchasing records, contracts, and supplier databases.
• Verify invoices against purchase orders and delivery notes before payment processing.
• Monitor inventory levels and coordinate replenishment requirements.
• Assist in negotiating pricing, terms, and agreements with suppliers.
• Ensure compliance with procurement procedures and internal controls.
• Support periodic stock counts and inventory audits.
• Prepare purchasing reports and analyze spending trends.
• Build and maintain positive relationships with suppliers and internal stakeholders.
• Follow departmental policies and procedures.
• Follow all safety and sanitation policies.
• Other duties as assigned.

Qualifications

• Bachelor's degree in Business Administration, Supply Chain Management, Logistics, Hospitality Management, or a related field.
• 1–3 years of experience in Finance, Purchasing, Accounts Payable, Cost Control, or related functions.
• Experience in the hospitality industry is an advantage.
• Proficiency in Microsoft Office applications, particularly Excel.
• Strong organizational and time-management skills.
• Excellent communication and negotiation skills.
• Ability to work under pressure and meet deadlines.
• Good analytical and problem-solving abilities.