Purchasing Coordinator

AccorHotels

Doha, Qatar

Ref: RP714-6109

Job description / Role

Employment: Full Time

Job Purpose

The position is responsible for ensuring the smooth operation of daily procurement of F&B as well as General Supplies across the hotels which includes sourcing of requests at the most competitive pricings.

Key Interactions

Internally

- F&B Team.
- Culinary Team.
- Talent and Culture Team.
- Front Office Team.
- Housekeeping Team.
- Engineering Team.
- Property Maintenance Team.
- Security Team.
- Marketing Communications Team.
- Sales Team.
- Stewarding Team.
- Finance Team.

Externally

- Suppliers and Contractors (Local).
- Suppliers (Overseas).
- Other Accor Hotels Procurement Team.
- Freight Forwarders.
- Organization Bodies (MUIS).

Primary Responsibilities

MANAGES DAILY PROCUREMENT FUNCTIONS

- Reviews pricings and process daily perishables procurements for the hotel.
- Ensures approved purchase requisitions are timely with the creation of Purchase Orders for F&B Supplies/Stewarding Supplies/Housekeeping Supplies and other general supplies.
- Reconciles Purchase Orders and Invoices to ensure prices and quantities are correct with Suppliers.
- Creates and updates new and existing Suppliers' data into the Purchasing System.
- Creation of Article Codes/Price Codes and Vendors details are updated accordingly in the system.
- Manages and requests for formal documentations from Suppliers in compliance to HACCP standards of the hotels inclusive of HALAL certification.
- Responses swiftly to feedbacks/complaints (from end users/suppliers/guest in accordance to HACCP Procedures).
- Responses to queries from end users/suppliers with regards to no stock situation.
- Sources for suppliers for Purchase Requests that are new.
- Requests for quotations as well samples for evaluation.
- Handles RFQ as well as RFP exercises for all categories of Supplies including Capex purchases and Services.
- Maintains and keeps tracks of all contract/RFP/RFQ documentations for audit control.
- Tabulates of Price Summary and recommendation of award for various work streams that are assign to.
- Assists in report analysis in preparation for new work stream.
- Follows up closely on outstanding Purchase Orders that are long overdue and if needed for cancellation.
- Initials new work stream by entering into contract with Suppliers in achieving the best pricing for the hotels.
- Manages the schedule appointment for the Director of Finance & Business Support.
- Manages all filing documents of ordering list as well as requisitions of the hotel.
- Tracks and monitors all expiration date of licenses as well as organization certification for all Suppliers that are partner with the hotel.
- Maintains adequate stock of office supplies and initiate requisition by maintaining close watch on the cost spends per month.
- Assists in churning out monthly purchase report of total spends for the hotel.
- Assists in providing the data needed for SERAM submission monthly/yearly.
- Schedules for internal and external events or seminars as and when required.
- Arranges with Suppliers for site audit inspection as and when needed by Director of Finance and Business Support as well as Director of Food Safety.
- Monitors all contract expiration dates and update the main data file.
- Ensures all colleagues' leave applications and medical leaves are correctly recorded and enter into the system for approval.
- Ensures all training leaves/Medical leaves are capture and report to be submitted to Talent and Culture timely.
- Carries out any other duties as required by the Director of Finance and Business Support or Purchasing Manager.

REVIEW OF CAR (CORRECTIVE ACTION REPORT) FROM FOOD SAFETY

- Ensures Corrective Action Report are sent out immediately to Suppliers should a complaints raised by Food Safety.
- Ensures substitution of supplies are replace immediately for operation use.
- Ensures Suppliers that works with the hotels are Food Safety compliances.
- Ensures Suppliers that AVA or NEA approved Vendors that met the grade criteria.
- Ensures all licenses and certificates are approved by authorities are valid.

Main Complexity/Critical issues in the Job

- Prices variance fluctuation.
- Accuracy in determine the right consumption to secure prices with Suppliers.
- Seasonal items that causes price to fluctuate.
- Securing the best prices for the hotel group.

Requirements

Profile

Knowledge and Experience

- Candidate must possess at least Diploma/Degree or equivalent.
- Minimum of 5 years of relevant experience in the hotel industry.
- Strong working knowledge on Negotiation and Procurement Policies.
- Strong computer literacy on Microsoft Office Excel especially Pivot and V-lookup functions as well as Microsoft Word.

Competencies

- Communication skills with all levels of colleagues and suppliers with confidence to achieve the best deal for the hotels.
- Good attitude, trustworthy, independent and an eye for details.
- Leadership skills developed - collaborative, enabling and entrepreneurial.
- Confidently able to resolve problems and make firm decisions.
- Adaptable to multi-cultural colleague needs and work with diverse cultures.
- Have interpersonal skill to deal with both internal and external issues.
- Career focused, have the passion and wanting to grow and develop.
- Must be self-driven.
- Ability to work independently and has good initiative under dynamic environment.
- Self-motivated and energetic.

About the Company

A caring employer providing respect, training and career development for our employees. An attractive employer offering more than 100 professions across the 5 continents.

We are much more than a world leader. We are 250,000 hoteliers with the same shared passion for welcoming. We take care of millions of guests in our 4,300 addresses and on our digital platforms. As an operator and franchisor (HotelServices), owner and investor (HotelInvest), we invest all our energy into making "Feel Welcome" resonate as the finest hotel promise.

From luxury to economy and in every corner of the globe, AccorHotels'​ more than 20 brands meet all the needs of business and leisure travelers seeking comfort, attention and high-quality services.

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coordinator salaries in Qatar

Average monthly compensation
QAR 9,500

Breakdown available for industries, cities and years of experience