Summary:
The Purchasing Supervisor is responsible for overseeing The Mora Singapore's procurement activities to ensure timely, cost-effective, and quality sourcing of goods and services required for hotel operations. The role supports the Finance Manager in maintaining purchasing controls, vendor management, inventory coordination, cost efficiency, and compliance with hotel policies and financial procedures. The Purchasing Supervisor plays a key role in supporting operational efficiency, inventory accuracy, and procurement governance.
1. Procurement Operations
- Supervise daily purchasing activities for all hotel departments including Food & Beverage, Housekeeping, Engineering, and Front Office.
- Process purchase requests (PRs) and purchase orders (POs) in accordance with hotel policies and budget guidelines and approval limits.
- Ensure timely sourcing, delivery, and availability of goods and services to support uninterrupted hotel operations.
- Verify accuracy of specifications, quantities, pricing, and approvals before processing orders.
2. Supplier & Vendor Management
- Source, evaluate, and negotiate with suppliers to obtain the best value in terms of price, quality, and service.
- Maintain an approved supplier database and ensure compliance with procurement standards.
- Build and maintain strong relationships with vendors to ensure reliable supply chain performance.
- Monitor vendor performance, delivery timelines, and quality standards.
- Conduct periodic supplier evaluations and pricing reviews to ensure competitiveness.
- Develop alternative supplier sources to minimize supply risks and operational disruptions.
3. Cost Control & Budget Compliance
- Ensure all purchases are in line with approved budgets and financial policies.
- Support cost-saving initiatives and identify opportunities for better pricing or alternative sourcing.
- Assist Finance Manager in monitoring departmental spending and procurement trends.
- Avoid unnecessary purchases and ensure proper justification for all procurement requests.
4. Inventory & Stock Coordination
- Coordinate with store and receiving teams to ensure proper stock levels are maintained.
- Monitor inventory levels and replenish stock based on operational needs and par levels.
- Work closely with department heads to forecast procurement requirements.
- Ensure proper documentation of goods received and stock movements.
- Conduct periodic stock checks and inventory verification where required.
5. Documentation & System Management
- Ensure all purchase orders, invoices, delivery orders, and related documents are accurately recorded and filed.
- Maintain procurement records in the hotel purchasing system or ERP.
- Verify that invoices match purchase orders and goods received before submission to Accounts Payable.
- Ensure compliance with internal audit and financial control requirements.
6. Compliance & Internal Controls
- Ensure procurement activities comply with hotel policies, SOPs, and Singapore regulatory requirements.
- Support internal and external audits related to purchasing and procurement functions.
- Maintain transparency and integrity in all purchasing activities.
- Ensure segregation of duties and proper authorization processes are followed.
7. Interdepartmental Coordination
- Work closely with all hotel departments to understand purchasing needs and operational requirements.
- Liaise with Finance, Kitchen, Housekeeping, Engineering, and Front Office teams for timely procurement support.
- Provide guidance to departments on procurement procedures and lead times.
8. Reporting & Administration
- Prepare procurement reports including purchase summaries, cost analysis, and vendor performance reports.
- Monitor purchasing trends and provide recommendations for cost efficiency.
- Assist Finance Manager with budgeting and forecasting activities.
9. Store & Inventory Management
- Oversee daily store operations including receiving, storage, issuance, and inventory control.
- Ensure proper receiving procedures and verification of delivered goods against purchase orders and delivery documents.
- Maintain accurate inventory records and stock movement documentation.
- Monitor stock levels, par stocks, expiry dates, and stock rotation procedures.
- Conduct periodic stock counts and inventory reconciliation.
- Ensure proper storage practices in compliance with operational, hygiene, and safety standards.
- Coordinate with operational departments regarding inventory requirements and stock issuance.
10. General Cashier Responsibilities
- Manage daily cash collection, cash float control, and banking activities in accordance with hotel financial procedures.
- Verify and reconcile daily cash receipts from Front Office and Food & Beverage outlets.
- Prepare daily banking deposits and maintain accurate cashier records.
- Ensure proper documentation and control of petty cash transactions.
- Maintain custody and security of cash, cheques, and other negotiable instruments.
- Assist Finance Department with cashier reconciliations, audit schedules, and financial reporting.
- Ensure compliance with internal control procedures relating to cash handling and cashiering functions. This significantly strengthens audit compliance.
Any other ad hoc duties as directed.
Qualification:
- Diploma or Degree in Procurement, Supply Chain, Finance, Hospitality Management, or related discipline.
Experience:
- Minimum 3-5 years of experience in purchasing, storekeeping, inventory control, or cashiering functions, preferably within hospitality operations.
Skills & Competencies
- Strong procurement and vendor negotiation skills.
- Good understanding of inventory control and store operations.
- Knowledge of cashiering procedures and financial controls.
- Strong numerical accuracy and reconciliation abilities.
- Good analytical and cost control skills.
- Strong attention to detail and integrity.
- Good organizational and documentation skills.
- Proficient in inventory systems, procurement systems, POS, and Microsoft Office applications.
- Ability to work independently and meet operational deadlines.
