Purchasing & Stores Assistant

We are seeking a detail-oriented and proactive Purchasing & Stores Assistant to join our hotel operations team. The ideal candidate will play a vital role in ensuring the smooth and efficient management of purchasing and inventory processes, supporting all hotel departments with timely supply and effective stock control using MICROS systems.

Job Purpose

To support efficient hotel operations by coordinating purchasing activities, managing stores inventory, and ensuring accurate stock control and cost accountability using MICROS systems.

Key Responsibilities

• Assist in sourcing, purchasing, and timely delivery of hotel supplies including food & beverage, housekeeping, maintenance, and general stores items.

• Raise and process purchase requisitions, purchase orders, and goods received notes (GRNs) in MICROS.

• Maintain accurate inventory records in MICROS, ensuring real-time stock updates.

• Receive, inspect, and verify delivered goods against purchase orders and supplier invoices.

• Issue stock to departments following approved requisitions and part stock levels.

• Conduct regular stock counts, spot checks, and month-end inventory reconciliations.

• Monitor stock levels to avoid shortages, over-stocking, wastage, or pilferage.

• Liaise with suppliers on pricing, delivery schedules, and quality issues.

• Support cost control initiatives in line with hotel policies and budget guidelines.

• Maintain proper documentation, filing, and audit trails for all purchasing and stores transactions.

• Ensure compliance with hotel SOPs, food safety, hygiene, and internal control procedures.

Qualifications & Experience

• Diploma or Certificate in Purchasing & Supplies Management, Procurement, Stores Management, or a related field.
• Minimum of 2 years’ experience in a hotel or hospitality environment.
• Hands-on experience using MICROS inventory and purchasing modules is mandatory.
• Knowledge of food & beverage store controls will be an added advantage.

Key Competencies

• Strong organizational and time-management skills.

• Attention to detail and high level of accuracy.

• Good communication and negotiation skills.

• Ability to work under pressure and meet deadlines.

• Proficient in Microsoft Office Suite.

• Integrity and commitment to compliance and best practices.

What We Offer

• A competitive salary package.

• Opportunity to work in a dynamic hospitality environment.

• Professional growth and development within the organization.

• A supportive and collaborative team culture.