Purchasing Agent

JOB OVERVIEW:  Under the general guidance of the Purchasing Manager, the Purchasing Agent is responsible for supporting the procurement of goods and services for all hotel departments. This role ensures that purchasing activities are carried out efficiently, accurately, and in compliance with company policies. The Purchasing Agent assists in sourcing products, preparing purchase orders, tracking deliveries, and maintaining inventory levels to meet the operational needs of the hotel. The role plays a key part in ensuring smooth day-to-day operations by supporting timely and cost-effective purchasing and maintaining strong relationships with suppliers.YOUR KEY RESPONSIBILITIES: Assist in the daily procurement of goods and services for all hotel departmentsPrepare and process purchase orders based on approved requisitions, ensuring accuracy in quantity, pricing, and vendor selection.Source products and vendors that meet quality, pricing, and delivery requirements, in line with hotel standards.Monitor and follow up on outstanding purchase orders to ensure timely delivery of goods.Maintain accurate records of all purchasing activities, including purchase orders, vendor files, product specifications, and delivery confirmations.Communicate effectively with department heads to confirm product needs, lead times, and any substitutions when necessary.Ensure all purchases comply with hotel procurement policies, budget guidelines, and internal controls.Assist with inventory control by tracking deliveries and ensuring proper storage of incoming goods.Coordinate with Accounts Payable to resolve invoice discrepancies and ensure accurate vendor payments.Maintain strong relationships with existing vendors and assist in evaluating vendor performance.Conduct regular market research to identify new suppliers, products, and cost-saving opportunities.Support warehouse and receiving functions by verifying incoming goods against purchase orders and resolving any discrepancies.Ensure the proper handling, storage, and rotation of stock items in accordance with health and safety guidelines.Assist with audits and inventory reconciliations as needed.Perform other procurement-related duties as assigned by the Purchasing Manager or Director of Finance.We recognize we are in the hospitality industry and that may require us to provide lateral service. We will on occasion call for each individual in the team to on a routine basis perform various related tasks as needed in the spirit of providing exceptional guest service.