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Job summary

The Purchasing Assistant supports the Procurement and Finance teams in ensuring the timely and cost-effective acquisition of goods and services for Rosewood Amaala. This role is responsible for processing purchase orders, maintaining supplier records, tracking deliveries, and ensuring compliance with company policies and luxury hospitality standards. 

Essential duties and responsibilities

A. Purchasing 

Analyses the purchase request after receipt.

• To pay attention to former price and price comparison.
• To pay attention to date require.
• To confirm the goods specification.

To look for quotation

• Three quotations are requested. 
• To look for the goods quality according hotel standards. 
• Price comparison.
• Quote goods on time.
• To complete the purchase request. 

To get purchasing manager sign the purchase request.

• To purchase based on approved purchase request.

To purchase when purchase requisition approved

• To request the check / cash payment.
• To confirm the delivery date with user dept. 
• To assist Receiving Dept. to confirm the quality and quantity of goods.

Payment

To fill the bank / cash payment forms.

Send up for approval with invoice, receiving recorders, P.R. and P.O. 

B. Market - Survey

• Agree the credit card totals for each type of credit card and the credit card sales voucher totals with the Accounts Receivable Schedule circulated by the Income Auditor.
• Verify credit card numbers on sales slips are legibly printed and that credit limits and card expiration dates agree with those so authorized. 
• To do market - Survey with cost controller and chefs.
• To finish the price comparison. 
• To communicate with user dept.
• To confirm the good specification with user dept.
• To confirm the goods delivery and analyses the proportion.

C. Communication 

To communicate within dept. 

• Report daily work to purchasing manager and purchasing officer. 

D. Administrative

Attendance on time in and out.

Follow the hotel’s rules. 

E. Healthy, Hygienic, Safety

• Evaluate employee performance and recommend promotions and pay rises to the Director of Finance.
• Advising the Director of Finance in hiring and termination of accounting department employees. 
• To ensure the safe - working
• Maintain the set - up safety working standard.
• Nurtures accident prevention culture.
• Monitors cleanliness and hygiene standards
• Constantly monitors cleanliness standards.
• Keep working area in good hygiene and clean. 
• Ensure proper working dressing
• Follow the staff dressing standards. 

Other standard responsibilities

Complies to the company policies.

Works within all pre-set budgetary limits. 

Takes on other tasks in addition of the ones stated, in a reasonable framework. 

Develops and updates policies and manuals, as related to the division/department, for implementation in the field, while ensuring compliance to the same for consistency across the group. 

Actively participates in and leads recruitment and talent development for the division/department, to meet both current and future needs 

Is a “brand ambassador” at all times and ensures brand integrity and clarity are always maintained.

Models the company’s culture, vision, mission and core values at all times. 

Others

While this job description is intended to be an accurate reflection of the duties involved in this position, the company reserves the right to add, remove or alter duties when business need dictates. 

Required skills

• Neat appearance 
• Articulate 
• Motivator and self starter
• Displays initiative
• Commitment to professional values
• Team builder
• Language: Basic in oral and written English Other Languages are desired

Qualifications 

• High school graduate 
• Additional improvement programs in Finance is desired
• Experience in Fidelo is desired

Experience

• Good communication skill
• Apparent planning ability 
• Good knowledge about the market supplies 
• At least 2 years working experience in international class hotel 
• 3 years working experience in a similar capacity is preferred