The Purchasing Administrator supports the purchasing department in sourcing, ordering, and receiving goods and services required for hotel operations. This role ensures that all purchases are made efficiently, cost-effectively, and in line with the hotel’s standards and budget. The assistant works closely with suppliers and internal departments to ensure smooth procurement processes.

Safety and Environmental Performance

• Leads the safety effort by personal example
• Support full hotel compliance with safety rules to further our goal of zero (0) accidents and encouragement of reporting and correcting near misses
• Adhere to SOPs and other work procedures as required to ensure guest satisfaction and consistent service is delivered to our patrons
• Immediately report all injuries to Loss Prevention, as well as the manager on duty

Job Responsibilities

• Assist in preparing and issuing purchase orders based on approved requisitions.
• Communicate with suppliers to obtain price quotes, confirm orders, and follow up on deliveries.
• Maintain accurate and up-to-date records of purchases, pricing, and inventory.
• Help track inventory levels and notify management of low-stock or out-of-stock items.
• Perform data entry tasks related to procurement and inventory systems.
• Check delivered items for accuracy and quality, and coordinate with departments for receiving.
• Handle administrative tasks such as filing, photocopying, and organizing procurement documents.
• Support the Purchasing Manager in vendor evaluation and relationship management.
• Coordinate with other hotel departments to understand purchasing needs and priorities.
• Assist in stocktaking and inventory audits when required.
• Other duties as assigned

Qualifications

• High school diploma or equivalent; additional education in business or hospitality is a plus.
• 1–2 years of experience in a purchasing, administrative, or hospitality role preferred.
• Prior inventory/receiving clerk and/or food and beverage experience
• Strong attention to detail and organizational skills.
• Basic understanding of procurement and inventory procedures.
• Good communication and interpersonal skills.
• Proficiency in Microsoft Office (especially Excel); experience with procurement software is a plus.
• Ability to work under pressure and meet deadlines.

Working Conditions

• Performing under various temperature conditions
• Operating outdoors and indoors
• Standing for extended periods
• Walking long distances
• Heavy lifting
• Required to wear a company-provided uniform when applicable
• Working around moving machinery/heavy equipment
• Slippery and uneven walking surfaces

Physical Requirements

The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully.

• Must be able to lift and carry or otherwise move 25 pounds regularly
• Must be able to move safely over uneven or slippery surfaces in confined spaces
• Must be able to see and respond to dangerous situations
• Remain in a stationary position for 8 hours throughout the work shift