Purchasing Coordinator

Description

Job Summary

The Purchasing Coordinator is responsible for handling purchasing functions, maintaining an effective filing system and assisting in obtaining orders for hotel supplies. This individual is responsible for optimizing the effectiveness in providing the hotel with the best prices for the best products and contributing to the overall profitability of the hotel.

Job Duties & Functions

• Approach all encounters with guests and employees in an attentive, friendly, courteous and service-oriented manner. 

• Maintain high standards of personal appearance and grooming, which include wearing the proper uniform and nametag when working.

• Maintain a warm and friendly demeanor at all times.

• Maintain and control issuance and filing of all Purchase Orders and supporting documentation, to include inputting all information into the computer.

• Check all Purchase Orders (PO’s) received by the department to ensure it has been authorized, signed, price checked and assigned to an authorized vendor.

• Maintain a clean and organized storage room. 

• Answer department’s phone and respond to vendors, guests, and employees’ needs.

• Assist in the regular bidding process associated with non-food and beverage products, i.e. basic office supplies and furniture, maintenance and cleaning supplies, food and beverage equipment, etc.

• Assist Purchasing Supervisor/Director in the preparation of interdepartmental or external correspondence.

• Maintain a current list of all hotel approved vendors, which include their products, most recent pricing, contact name, phone number and related order history

• Ensure training in proper receiving procedures to ensure freshness of products.

• Assist in month-end or quarterly inventories as required by supervisors.

• Assist in maintaining storage room. Open the room on certain scheduled days or times, if necessary.

• Perform other duties as requested by management.

Requirements

Education & Experience

• High School diploma or equivalent and/or experience in a hotel or related field preferred.

• Progressive experience in a hotel or college related courses preferred.

• Ability to understand and utilize basic computer equipment and applications, to include word processing and spreadsheet applications.

• Must be able to convey information and ideas clearly.

• Must be able to evaluate and select among alternative courses of action quickly and accurately.

• Must routinely meet deadlines.

• Must be able to multi task.

• Must be effective in handling problems in the workplace, including anticipating, preventing, identifying and solving problems as necessary.

• Must have the ability to assimilate complex information, data, etc., from disparate sources and consider, adjust or modify to meet the constraints of the particular need.

• Must be effective at listening to, understanding, and clarifying the concerns and issues raised by co-workers and guests.

• Must be able to work with and understand financial information and data, and basic arithmetic functions.