Cluster Purchasing Coordinator

Job Summary

Purchasing Operations

• Coordinate daily purchasing activities across all cluster properties.
• Receive and review purchase requisitions from various hotel departments.
• Obtain quotations from approved suppliers and prepare price comparisons.
• Prepare and process purchase orders in accordance with hotel purchasing procedures.
• Ensure timely delivery of goods and services to meet operational requirements.
• Follow up on outstanding purchase orders and pending deliveries.
• Coordinate urgent purchasing requests with relevant departments.

Supplier Management

• Maintain and update the approved supplier database.
• Source potential suppliers to ensure competitive pricing and product availability.
• Coordinate with suppliers regarding quotations, deliveries, payment terms, and product specifications.
• Monitor supplier performance in terms of quality, pricing, and delivery timelines.
• Maintain professional relationships with existing and potential vendors.
• Support supplier negotiations to achieve cost-effective purchasing solutions.

Cluster Coordination

• Consolidate purchasing requirements across cluster properties to maximize purchasing efficiency.
• Coordinate with department heads to understand their operational requirements.
• Identify opportunities for bulk purchasing and cost optimization.
• Ensure consistency in purchasing standards and procedures across all cluster hotels.
• Support inter-property coordination for urgent stock requirements.

Cost Control & Budget Compliance

• Ensure all purchases are within approved departmental budgets and authorization limits.
• Prepare comparative statements to support purchasing decisions.
• Identify cost-saving opportunities without compromising product quality.
• Monitor market prices and recommend alternative suppliers when necessary.
• Coordinate with the Finance Department regarding purchasing documentation and invoice discrepancies.

Documentation & Reporting

• Maintain accurate records of purchase requisitions, quotations, purchase orders, and supplier agreements.
• Prepare purchasing reports as required by management.
• Monitor outstanding orders and provide regular updates to concerned departments.
• Ensure all purchasing documents are properly filed and available for audit purposes.
• Coordinate with Receiving and Accounts Payable to resolve discrepancies between purchase orders, delivery notes, and invoices.

Compliance & Standards

• Ensure purchasing activities comply with IHG policies, hotel procedures, and applicable local regulations.
• Follow the established purchasing approval matrix.
• Maintain transparency and confidentiality throughout the procurement process.
• Avoid conflicts of interest and ensure ethical supplier selection.
• Support internal and external audits by providing required purchasing documentation.
• Ensure compliance with applicable food safety and quality requirements when sourcing F&B products.

Qualifications & Experience

• Diploma or Bachelor's Degree in Business Administration, Supply Chain Management, Procurement, Finance, or a related field.
• Minimum 2 years of experience in purchasing or procurement, preferably within the hospitality industry.
• Previous experience in a hotel cluster or multi-property environment is an advantage.
• Knowledge of hotel purchasing procedures, supplier management, and inventory control.
• Familiarity with hotel purchasing systems such as Materials Control (MC), BirchStreet, or similar systems is preferred.
• Good command of English, both written and spoken. Arabic is an advantage.
• Proficiency in Microsoft Office applications, particularly Excel.

Required Skills & Competencies

• Strong organizational and coordination skills.
• Good negotiation and communication abilities.
• Ability to manage purchasing requirements for multiple properties simultaneously.
• Strong attention to detail and accuracy.
• Good analytical and problem-solving skills.
• Ability to work under pressure and meet deadlines.
• Cost-conscious mindset with a focus on operational efficiency.
• Strong teamwork and interpersonal skills.
• High level of integrity, confidentiality, and professionalism.

Key Performance Indicators