Purchasing Clerk

As a Purchasing Clerk you will play a vital role in supporting the procurement process by assisting the Purchasing Manager and team in sourcing, ordering, and maintaining inventory. Your attention to detail, administrative skills, and collaboration will contribute to the seamless operation of the hotel's procurement activities.

Key Responsibilities:

1. Assist in creating purchase orders, ensuring accuracy in quantities, specifications, and pricing.
2. Communicate with suppliers to confirm order details and track delivery status.
3. Collaborate with suppliers to obtain quotes, negotiate terms, and confirm product availabilities.
4. Maintain positive relationships with suppliers to ensure timely and accurate deliveries.
5. Monitor inventory levels, alerting the Purchasing Manager when items need to be restocked or reordered.
6. Assist in conducting regular stock checks and maintaining organized storage areas.
7. Maintain organized records of purchase orders, invoices, and supplier agreements.
8. File and organize documents to ensure easy retrieval when needed.
9. Input procurement-related data into the inventory management system accurately and in a timely manner.
10. Generate reports and summaries as required by the Purchasing Manager.
11. Assist in inspecting received goods to ensure they meet quality standards and speciation's.
12. Communicate any discrepancies or issues to the appropriate teams.
13. Provide administrative assistance to the Purchasing Manager, such as scheduling meetings, preparing reports, and managing correspondence.
14. Work closely with various departments to understand their procurement needs and ensure timely fulfillment.
15. Collaborate with the finance team to reconcile invoices and resolve discrepancies.

Qualifications and Skills:

1. High school diploma or equivalent (additional education or training in business administration or procurement is a plus).
2. Previous experience in an administrative role, preferably in purchasing, procurement, or a related field.
3. Strong organizational skills with keen attention to detail.
4. Proficiency in using computer applications, including Microsoft Office and inventory management software.
5. Effective communication skills for interactions with suppliers, internal teams, and management.
6. Data entry accuracy and ability to manage documentation efficiently.
7. Ability to multitask and prioritize tasks in a fast-paced environment.
8. Problem-solving skills to address discrepancies and resolve issues.
9. Strong team player with a willingness to support various departments.