Purchasing Supervisor

The Purchasing Supervisor is responsible for managing the hotel's daily purchasing activities to ensure the timely procurement of goods and services at competitive prices while maintaining quality standards. The role involves supplier sourcing, quotation evaluation, price negotiation, Purchase Order processing, supplier management and coordination with various hotel departments to support smooth hotel operations. 

Key Responsibilities 

1. Purchasing Operations 

• Handle daily purchase requisitions from all hotel departments. 

• Source suitable suppliers and obtain competitive quotations for goods and services. 

• Prepare quotation comparisons and recommendations for management approval. 

• Prepare and issue Purchase Orders (POs) in accordance with approved purchasing procedures. 

• Follow up with suppliers on order confirmations, delivery schedules and outstanding orders. 

• Coordinate with departments to consolidate purchasing requirements and facilitate bulk purchases where appropriate. 

2. Supplier Management 

• Identify, evaluate and maintain relationships with suppliers and service providers. 

• Negotiate competitive pricing, payment terms, minimum order quantities and delivery arrangements. 

• Coordinate new supplier registration and maintain updated supplier information. 

• Maintain supplier quotations, price lists, catalogues and relevant procurement records. 

• Monitor supplier performance in terms of product quality, pricing, delivery and service reliability. 

3. Cost Control and Procurement Compliance 

• Conduct price comparisons and market research to ensure cost-effective purchasing. 

• Identify opportunities for cost savings without compromising product quality or operational requirements. 

• Ensure purchases are supported by proper quotations and management approvals. 

• Comply with the hotel's purchasing policies, financial procedures and applicable Marriott procurement standards. 

• Maintain accurate purchasing documentation for internal control and audit purposes. 

4. Contract Administration 

• Assist in sourcing quotations for service contracts and contract renewals. 

• Coordinate with suppliers and relevant departments on contract pricing, terms and conditions. 

• Maintain contract records and monitor contract expiry dates. 

• Assist with contract documentation, amendments and renewals as required. 

5. Departmental Coordination and Documentation 

• Liaise closely with all hotel departments to understand their purchasing requirements. 

• Coordinate with the Finance Department on supplier invoices, delivery orders and payment-related matters. 

• Follow up on discrepancies involving pricing, quantities, deliveries or invoices. 

• Maintain proper filing and records of Purchase Orders, quotations, approvals and supplier correspondence. 

• Prepare purchasing reports and other procurement-related documentation as required by management