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Purchase Executive (Hotel Industry)

Job Summary:

The Purchase Executive in the hotel industry is responsible for managing the procurement process of goods and services necessary for the hotel's operations. He plays a crucial role in ensuring that the hotel has the required supplies and resources while maintaining cost efficiency and quality standards. The Purchase Executive works closely with suppliers, vendors, and internal departments to meet the hotel's procurement needs.

Duties and Responsibilities:

1. Procurement Planning:

 Collaborate with various departments to identify their procurement requirements.

 Develop a procurement plan based on the hotel's budget and operational needs.

 Research and identify potential suppliers/vendors for different categories of goods and services.

 Evaluate suppliers based on their quality, reliability, cost, and delivery timelines.

2. Request for Proposals (RFP) and Quotations:

 Prepare and issue RFPs and RFQs (Request for Quotations) to potential suppliers.

 Analyze and compare proposals and quotations received from suppliers.

 Negotiate terms and conditions, including price, delivery schedules, and payment terms.

 Collaborate with the finance department to ensure compliance with budgetary constraints.

3. Supplier Management:

 Establish and maintain strong relationships with suppliers and vendors.

 Monitor supplier performance, including quality, on-time delivery, and customer service.

 Resolve any issues or disputes with suppliers in a timely and efficient manner.

 Conduct periodic supplier evaluations to ensure ongoing quality and performance.

4. Purchase Order Processing:

 Generate purchase orders based on approved requisitions.

 Ensure accuracy and completeness of purchase orders, including quantities, specifications, and delivery details.

 Coordinate with the receiving department to ensure smooth receipt of goods/services.

 Maintain proper documentation of purchase orders and related records.

5. Inventory Management:

 Monitor inventory levels and coordinate with relevant departments to avoid stockouts.

 Conduct regular stock checks and maintain accurate inventory records.

 Identify slow-moving or obsolete items and take appropriate action.

 Optimize inventory levels to minimize carrying costs while meeting operational requirements.

6. Cost Management and Budgeting:

 Analyze market trends and negotiate competitive prices with suppliers.

 Identify cost-saving opportunities without compromising quality or service.

 Prepare and manage the department's annual procurement budget.

 Track and report procurement expenses against budgetary allocations.

7. Compliance and Documentation:

 Ensure compliance with internal procurement policies and procedures.

 Maintain accurate and up-to-date procurement records and documentation.

 Stay updated with relevant regulations and industry standards.

 Assist in conducting internal and external audits related to procurement activities.

Qualifications and Skills:

 Bachelor's degree in Business Administration, Hospitality Management, or a related field.

 Proven experience as a Purchase Executive or in a similar procurement role within the hotel industry.

 Strong knowledge of procurement processes, supplier management, and inventory control.

 Familiarity with hotel operations and understanding of specific procurement needs in the industry.

 Excellent negotiation and communication skills.

 Proficient in using procurement software and MS Office applications.

 Strong analytical and problem-solving abilities.

 Attention to detail and ability to work under pressure.

 Ability to collaborate and build relationships with internal stakeholders and external

suppliers.