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Purchasing Executive

Purchasing Executive

Wyndham Ion MajesticPetaling Jaya, Selangor, Malaysia
20 jam yang lalu
Penerangan pekerjaan

Position Summary

The Purchasing Executive is responsible for the day-to-day execution of the hotel's purchasing activities, ensuring that goods and services are sourced, purchased, and delivered in a timely, cost-effective, and compliant manner. The role supports operational departments by coordinating requisitions, preparing purchase orders, liaising with suppliers, and ensuring adherence to procurement policies, Delegation of Authority Limits (DAL), and audit requirements.

Key Responsibilities

1. Purchase Requisition (PR) & Order Processing

  • Receive and review purchase requisitions from various hotel departments (Rooms, F&B, Banquet, Engineering, Housekeeping, Spa, Retail).
  • Verify PRs for completeness, proper approvals, and budget availability.
  • Convert approved PRs into Purchase Orders (PO) within agreed SLA timelines.
  • Ensure POs reflect correct specifications, quantities, pricing, and delivery dates.

2. Supplier Liaison & Negotiation

  • Obtain quotations from approved suppliers as per SOP (e.g., minimum 3 quotes for tenderable items).
  • Assist in price comparisons and selection of suppliers based on cost, quality, and service.
  • Follow up with suppliers on order confirmation, delivery schedule, and quality compliance.
  • Escalate issues to Purchasing Manager for negotiation or dispute resolution.

    • 3. Receiving & Documentation

  • Coordinate with Receiving / Store team to ensure deliveries match PO and specifications.
  • Record delivery discrepancies (shortages, damages, wrong items) and follow up with suppliers for resolution.
  • Maintain proper documentation of PRs, POs, quotations, and supplier correspondence for audit purposes.

    • 4. Inventory & Cost Control Support

  • Monitor stock levels and coordinate replenishment orders with Storekeeper and Cost Controller.
  • Assist in ensuring purchases align with approved recipes, menu costing, and consumption trends.
  • Flag recurring purchase price variances or over-consumption for review.

    • 5. Compliance & Internal Control

  • Ensure all procurement activities comply with DAL, SOPs, and audit requirements.
  • Maintain segregation of duties (Purchasing vs. Receiving vs. AP).
  • Ensure suppliers meet regulatory compliance (SST, halal certificates, licenses).
  • Prepare and maintain supplier database and approved vendor list.

    • 6. Reporting

  • Assist in preparing procurement reports (daily / weekly purchasing summary, PO status, supplier delivery performance).
  • Maintain updated price lists and supplier contact information.
  • Support month-end reporting by providing outstanding PO listings and accruals.

    • 7. Team & Department Support

  • Work closely with department requestors to clarify specifications, delivery needs, and quality issues.
  • Support the Purchasing Manager in tenders, supplier evaluation, and audits.
  • Provide administrative and clerical support to the purchasing team.

    • Job Requirements

  • Diploma / Degree in Business, Finance, Supply Chain, or related field. Minimum 2–3 years' experience in purchasing, preferably in hotels or hospitality industry.
  • Familiar with hotel systems. Strong negotiation and vendor management skills.
  • Knowledge of local regulations (SST, contract compliance, import / export rules).
  • Detail-oriented with strong organisational and communication skills.
  • Proficient in Microsoft Excel and procurement systems.
    • Buat amaran kerja untuk carian ini

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