Purchasing Manager

Job Description

Job Description

Description:

The Purchasing Manager is responsible for managing the hotel’s purchasing, receiving, inventory, and vendor relationships. This position ensures departments have the supplies and equipment needed to operate effectively while maintaining appropriate purchasing controls, competitive pricing, accurate documentation, and budget accountability.

Essential Responsibilities

• Manage daily purchasing and procurement for all hotel departments.
• Process approved purchase orders and ensure proper authorization and coding before purchases are made.
• Obtain competitive pricing and identify cost-saving opportunities.
• Maintain relationships with approved vendors and monitor pricing, quality, service, and delivery.
• Oversee receiving to ensure deliveries match purchase orders and invoices.
• Resolve shortages, damaged products, incorrect shipments, credits, and invoice discrepancies.
• Monitor inventory levels and assist departments in maintaining appropriate par levels.
• Ensure invoices, purchase orders, and receiving documentation are accurate and submitted timely.
• Review and close outstanding purchase orders in coordination with Finance and department leaders.
• Maintain an accurate vendor list, including contacts and applicable agreements.
• Assist with monthly inventory, budgeting, forecasting, and expense management.
• Partner with Food & Beverage, Culinary, Engineering, Housekeeping, Rooms, and other departments to anticipate purchasing needs.
• Ensure compliance with hotel and company purchasing policies and financial controls.

Requirements:

Qualifications & Requirements

• 2–3 years of purchasing, procurement, receiving, inventory, or related experience.
• Hotel or hospitality purchasing experience strongly preferred.
• Experience in a large, full-service hotel preferred.
• Strong knowledge of purchasing, receiving, inventory, invoices, and purchase-order processes.
• Strong organizational, analytical, and cost-control skills.
• Ability to negotiate pricing and maintain effective vendor relationships.
• Strong attention to detail and follow-through.
• Proficiency in Microsoft Excel, Outlook, and purchasing/financial systems; iBuy or similar procurement experience preferred.
• Ability to work collaboratively with department leaders, Finance, and hotel leadership.
• High school diploma or equivalent required; college degree in Hospitality, Business, Supply Chain, Finance, or related field preferred.

Key Expectations

The Purchasing Manager is expected to maintain an organized and accountable purchasing operation, control costs, ensure timely availability of necessary supplies, and support hotel operations while maintaining strong financial controls.