Purchasing and Finance Executive Full Time

Key Responsibilities of the Purchasing and Finance Executive :

• Supports the smooth running of the purchasing department, exerting diligent financial process control in accordance with company and business procedures
• Works proactively with all key stakeholders to maximize guest satisfaction and comfort, sourcing quality products whilst delivering a positive and responsive approach to enquiries and problem resolution
• Develops and implements business strategies where objectives are communicated at all levels, performance is measured accurately and reported upon in a timely manner
• Manages the life cycle of the team within the department, fostering a culture of growth, development and performance
• Responsible for the purchasing budget, ensuring that all purchasing functions and disciplines are controlled, audited and developed
• Builds and maintains effective working relationships with all key stakeholders
• Reviews and scrutinizes purchasing performance, objectives and standard purchasing practices, providing recommendations that will drive financial performance and provide added value
• Ensures adherence and compliance to all legislation where due diligence requirements and best practice activities are planned, delivered and documented for internal and external audit, performing follow-up as required

POSITION PURPOSE

• Manage daily purchasing activities of the hotel and provide administrative support to the Finance team.
• Reports generation is an important part of the role

Main Responsibilities

• Develop office procedures regarding purchasing systems to ensure quality, quantity, storage and cost control measures are maintained.
• Review cost, inventory, storage and claims of items received from suppliers. Estimate costs according to knowledge of market prices. Review bid proposals and negotiate contracts within budgetary limitations.
• Maintain internal control on all items purchased and keep supplier-partner relationships.
• Prepare purchase comparison by taking quote from vendors and submit for management approval.
• Request for sample from vendor to check the quality and compare price.
• After getting management approval, prepare purchase orders and sent to vendor to schedule the delivery.
• Deal with vendors/suppliers to obtain products or services information such as price, availability and delivery schedule.
• To ensure the prices and quantities are matching with the purchase order
• To ensure the orders are delivered on time and as per our requirement.
• Compile records of items purchased or transferred between departments, price, deliveries and inventories and prepared month end reports for costing.
• Coordinate with all departments to make sure all the AMCs are completed and follow up for renewals by taking revised proposals.
• To make sure proper approvals are taken from corporate/owning office for certain purchases.
• Check the inventory, maintain adequate PAR stock and request for purchasing the if required.
• Approve all the invoices for payment.
• In addition, this position may be required to perform a combination of the following supportive functions, with the percentage of time performing each function to be solely determined by the manager based upon the particular requirements of the hotel:

Stock and restock storerooms.

Deliver products received to ordering departments.

Provide purchasing support to hotel operations staff as needed.

Profile Required

Education

• Graduation or equivalent education required

Experience

• At least 3 years of experience required in the same position.
• More experience preferred

Key Competencies

• Organizational skills
• Requires good communication skills, both verbal and written.
• Must be able to apply mathematical operations.
• Must be able to handle materials deliveries from time to time

Build Personal Effectiveness

• Personality: Warm, welcoming, smiling and pleasant.
• Act with integrity.
• Excellence in communication skills: verbally and listening.
• Exhibit self-confidence
• Make sound decisions
• Take initiative

Create Team Focus

• Build relationships
• Facilitate open communication
• Foster teamwork
• Able to delegate
• Promote team diversity

Create High Performance Culture

• Able to multi-task and to set clear priorities
• Effective organisational development
• Take ownership
• Results oriented

Lead Change and Innovate

• Build support for change
• Drive continuous improvement
• Share best practices

Other Skills (Language, Computers)

• Must be able to speak, read, write and understand English and preferably another language
• Good computer skills