OVERVIEW OF ROLE

The Purchasing Executive is responsible for supporting the hotel's procurement operations by ensuring the timely and accurate sourcing, ordering and delivery of goods and services required for daily operations. This role assists in maintaining purchasing records, coordinating with suppliers and internal departments, and ensuring procurement activities are carried out efficiently, ethically and in accordance with company policies.

Working closely with the Purchasing Manager and operational departments, the Purchasing Executive plays a key role in supporting inventory control, vendor management and purchasing administration while contributing to the smooth operation of the hotel.

MAIN DUTIES & RESPONSIBILITIES

The main responsibilities of the Purchasing Executive are summarised below; however, the list is not exhaustive.

PROCUREMENT & PURCHASING OPERATIONS

• Process purchase requisitions and prepare purchase orders in accordance with approved purchasing procedures.

• Source quotations from approved suppliers and assist in obtaining competitive pricing while maintaining quality standards.

• Follow up on purchase orders to ensure timely delivery of goods and services.

• Verify purchase documentation for accuracy before submission for approval.

• Coordinate with requesting departments to ensure procurement requirements are fulfilled promptly.

• Assist in sourcing new suppliers and products as directed by the Purchasing Manager.

• Monitor outstanding purchase orders and resolve delivery discrepancies with suppliers.

• Support day-to-day purchasing activities to ensure uninterrupted hotel operations.

VENDOR MANAGEMENT

• Maintain positive working relationships with approved suppliers and service providers.

• Assist in maintaining supplier records, contracts, quotations and pricing information.

• Coordinate supplier communications regarding orders, deliveries, product availability and pricing updates.

• Monitor supplier performance and escalate service or quality concerns to the Purchasing Manager.

• Support supplier evaluations and market surveys when required.

INVENTORY & COST CONTROL

• Assist in monitoring inventory levels and coordinating purchases to maintain appropriate stock availability.

• Support regular market price comparisons to identify cost-saving opportunities.

• Work closely with the Cost Controller and operational departments to ensure efficient product utilisation.

• Help minimise purchasing costs while maintaining required quality standards.

• Assist during stock takes and inventory verification exercises.

ADMINISTRATION & REPORTING

• Maintain accurate purchasing records, supplier files, purchase orders, quotations and procurement documentation.

• Ensure all purchasing documents are properly filed and readily available for audit purposes.

• Prepare reports on outstanding purchase orders, supplier performance and purchasing activities as required.

• Submit purchase orders, delivery notes and invoices promptly to Accounts Payable for processing.

• Maintain accurate purchasing data within the hotel's procurement and inventory systems.

COLLABORATION & COMMUNICATION

• Build positive working relationships with all hotel departments to understand operational purchasing needs.

• Liaise with suppliers regarding deliveries, product availability and order status.

• Support departmental projects, promotions and operational requirements by coordinating timely procurement.

• Communicate effectively with Finance, Culinary, Housekeeping, Engineering and Food & Beverage teams.

• Escalate purchasing issues or supply chain disruptions to the Purchasing Manager promptly.

COMPLIANCE & SAFETY

• Ensure all purchasing activities comply with company procurement policies and approval processes.

• Maintain confidentiality of supplier pricing, commercial agreements and procurement information.

• Support compliance with audit requirements and internal controls.

• Ensure proper documentation and record retention for all purchasing activities.

• Follow workplace health, safety and ethical procurement practices at all times.

EXPECTATIONS

The Purchasing Executive is expected to:

• Demonstrate professionalism, integrity and attention to detail in all purchasing activities.

• Deliver timely and accurate procurement support to operational departments.

• Build positive working relationships with suppliers and internal stakeholders.

• Maintain excellent organisational and administrative skills.

• Demonstrate initiative, accountability and a proactive approach to problem-solving.

• Work effectively in a fast-paced hospitality environment while managing multiple priorities.

• Uphold NoMad Singapore's values, brand standards and commitment to operational excellence.

QUALIFICATIONS

• Diploma or Degree in Supply Chain Management, Procurement, Business Administration, Hospitality Management or a related field preferred.

• Minimum 1–3 years of purchasing, procurement or supply chain experience, preferably within the hospitality industry.

• Knowledge of purchasing procedures, inventory management and procurement best practices.

• Proficiency in Microsoft Office applications, particularly Excel.

• Experience using purchasing, inventory or ERP systems is advantageous.

• Strong organisational, administrative and analytical skills.

• Good communication and interpersonal skills with the ability to work collaboratively across departments.

• Ability to prioritise tasks and meet deadlines in a fast-paced environment.

• Previous experience in a luxury hotel or pre-opening environment is an advantage.