Purchasing Clerk

Job Description

Purchasing Clerk

Key Responsibilities

• Process purchase requisitions and prepare purchase orders accurately and promptly.
• Obtain quotations from approved suppliers as directed.
• Coordinate with suppliers regarding pricing, availability, and delivery schedules.
• Follow up on purchase orders to ensure timely delivery of goods and services.
• Maintain accurate purchasing records, supplier files, and procurement documentation.
• Verify purchasing documents and ensure compliance with company procedures.
• Liaise with receiving and stores teams to ensure orders are received correctly.
• Assist in resolving discrepancies related to deliveries, quantities, or product quality.
• Monitor stock levels and support replenishment requests as required.
• Coordinate with departments to understand and support purchasing needs.
• Assist in maintaining supplier information and approved vendor lists.
• Prepare purchasing reports and updates as requested.
• Support month-end closing activities related to procurement transactions.
• Ensure confidentiality of purchasing information and supplier pricing.
• Assist with internal and external audits by providing required documentation.
• Maintain compliance with company policies, procurement procedures, and internal controls.

Qualifications

• Diploma or Bachelor s degree in Supply Chain Management, Business Administration, Finance, or related field
• 2 5 years of experience in purchasing, procurement, or supply chain operations
• Good understanding of procurement processes, vendor management, and inventory control
• Experience working with ERP systems such as SAP, Oracle NetSuite, or similar platforms
• Proficiency in Microsoft Excel for reporting and data tracking

Additional Information

• Previous experience in a Purchasing, Procurement, Stores, Receiving, or Administrative role within a hotel, resort, or hospitality environment preferred.
• Basic understanding of purchasing processes, inventory control, and procurement procedures.
• Experience working with procurement, inventory, or ERP systems is advantageous.
• Strong attention to detail and accuracy in data entry and record keeping.
• Good organisational and time management skills with the ability to manage multiple priorities.
• Strong communication and interpersonal skills.
• Ability to build effective working relationships with suppliers and internal stakeholders.
• Proficiency in Microsoft Office applications, particularly Excel.
• Strong numerical and analytical skills.
• Ability to work independently while contributing positively within a team environment.
• High level of integrity, professionalism, and confidentiality.
• Diploma or degree in Business Administration, Supply Chain, Logistics, Finance, or a related field preferred.
• Ability to thrive in a fast-paced luxury hospitality environment while maintaining exceptional standards of accuracy and service.