The Purchasing Officer is responsible for the procurement of goods and services required for operating purposes within the company. The position is responsible for completion of purchasing in compliance with company policy, liaising with Heads of Department and suppliers regarding delivery arrangements, updating and accuracy of the SAGE inventory management system, liaison with FRCS regarding importing requirements, and ensuring that departments receive the necessary goods and services to ensure consistency in service and our guest experience.
Key performance indicators include Compliance Rate, Number of Suppliers, Purchase Order Cycle Time, Supplier Availability, Supplier Defect Rate, Lead Time, Cost of Purchase Order and Procurement Cost Reduction.
Key Responsibilities
- Extract and update Sage requisition orders including addition of supplier and price, preparing for Purchasing Manager to review
- Extract approved Purchase Orders from Sage and send to approved suppliers in a timely manner, ensuring orders are placed to meet delivery deadlines
- Submit new product details to Purchasing Manager for approval
- Complete all new Vendor company documentation and submit to Group Financial Controller for approval
- Prepare tender notices, also known as ‘expressions of interest’
- Liaise with suppliers and confirm orders following company procedures
- Receive all orders at Fiji Gateway Hotel or loading dock, ensuring all items (products and quantities) are as specified on purchase order and invoice when required by Purchasing Manager
- Source potential vendors and liaise with Heads of Department regarding quotes and samples
- Retain expert knowledge of local, national and international suppliers for hotel related products and items
- Complete import documentation and processes as required to ensure smooth and prompt release of imported items
- Manage procurement and delivery process to ensure that all property orders are delivered in a timely manner
- Ensures all requisition orders are submitted in SAGE for approval to specifieddeadlines
- Prepare detailed manifest for barge loading for island properties’ deliveries
- Prepare payment orders in SAGE for service providers in a timely manner submitting to Finance for payment processing
- Any other reasonable task as requested by your manager or the Group Financial Controller
Position Specification
- Tertiary qualification in business administration or a related field is preferred
- Minimum of 3 years’ experience or previous experience working in a purchasing or stores department in a resort or hotel is preferred, and procurement for an island operation is advantageous
- Demonstrated knowledge of inventory and supply chain management
- Proficiency in Microsoft Office and purchasing software, preferably working knowledge of SAGE
- Excellent communication skills, both written and verbal
- Strong critical thinking and negotiation skills
Only shortlisted candidates will be contacted.