Cluster Purchasing Coordinator

Job Summary

The Cluster Purchasing Coordinator is responsible for coordinating and supporting all purchasing activities across the cluster hotels, ensuring the timely procurement of goods, materials, equipment, and services in accordance with IHG standards, hotel policies, approved budgets, and operational requirements.

The role focuses on maintaining effective supplier relationships, obtaining competitive pricing, monitoring purchase orders, and ensuring efficient procurement processes while achieving cost savings without compromising quality or service standards.

Key Responsibilities

1. Purchasing Operations

Coordinate daily purchasing activities across all cluster properties.

Receive and review purchase requisitions from various hotel departments.

Obtain quotations from approved suppliers and prepare price comparisons.

Prepare and process purchase orders in accordance with hotel purchasing procedures.

Ensure timely delivery of goods and services to meet operational requirements.

Follow up on outstanding purchase orders and pending deliveries.

Coordinate urgent purchasing requests with relevant departments.

2. Supplier Management

Maintain and update the approved supplier database.

Source potential suppliers to ensure competitive pricing and product availability.

Coordinate with suppliers regarding quotations, deliveries, payment terms, and product specifications.

Monitor supplier performance in terms of quality, pricing, and delivery timelines.

Maintain professional relationships with existing and potential vendors.

Support supplier negotiations to achieve cost-effective purchasing solutions.

3. Cluster Coordination

Consolidate purchasing requirements across cluster properties whenever possible to maximize purchasing efficiency.

Coordinate with department heads to understand their operational requirements.

Identify opportunities for bulk purchasing and cost optimization.

Ensure consistency in purchasing standards and procedures across all cluster hotels.

Support inter-property coordination for urgent stock requirements.

4. Cost Control & Budget Compliance

Ensure all purchases are within approved departmental budgets and authorization limits.

Prepare comparative statements to support purchasing decisions.

Identify cost-saving opportunities without compromising product quality.

Monitor market prices and recommend alternative suppliers when necessary.

Coordinate with the Finance Department regarding purchasing documentation and invoice discrepancies.

5. Documentation & Reporting

Maintain accurate records of purchase requisitions, quotations, purchase orders, and supplier agreements.

Prepare purchasing reports as required by management.

Monitor outstanding orders and provide regular updates to concerned departments.

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

Coordinate with Receiving and Accounts Payable to resolve discrepancies between purchase orders, delivery notes, and invoices.

6. Compliance & Standards

Ensure purchasing activities comply with IHG policies, hotel procedures, and applicable local regulations.

Follow the established purchasing approval matrix.

Maintain transparency and confidentiality throughout the procurement process.

Avoid conflicts of interest and ensure ethical supplier selection.

Support internal and external audits by providing required purchasing documentation.

Ensure compliance with applicable food safety and quality requirements when sourcing F&B products.

Qualifications & Experience

Diploma or Bachelor's Degree in Business Administration, Supply Chain Management, Procurement, Finance, or a related field.

Minimum 2 years of experience in purchasing or procurement, preferably within the hospitality industry.

Previous experience in a hotel cluster or multi-property environment is an advantage.

Knowledge of hotel purchasing procedures, supplier management, and inventory control.

Familiarity with hotel purchasing systems such as Materials Control (MC), BirchStreet, or similar systems is preferred.

Good command of English, both written and spoken. Arabic is an advantage.

Proficiency in Microsoft Office applications, particularly Excel.

Required Skills & Competencies

Strong organizational and coordination skills.

Good negotiation and communication abilities.

Ability to manage purchasing requirements for multiple properties simultaneously.

Strong attention to detail and accuracy.

Good analytical and problem-solving skills.

Ability to work under pressure and meet deadlines.

Cost-conscious mindset with a focus on operational efficiency.

Strong teamwork and interpersonal skills.

High level of integrity, confidentiality, and professionalism.

Key Performance Indicators (KPIs)

Timely processing of purchase requisitions and purchase orders.

Achievement of purchasing cost-saving targets.

Supplier delivery performance and reliability.

Compliance with purchasing policies and approval procedures.

Reduction of outstanding and delayed purchase orders.

Accuracy and completeness of purchasing documentation.

Effective coordination and purchasing efficiency across cluster properties.

General Responsibilities

Demonstrate the IHG True Hospitality service culture.

Comply with hotel policies, procedures, and code of conduct.

Maintain effective working relationships with colleagues and suppliers.

Participate in departmental meetings and required training.

Perform any other reasonable duties assigned by the Cluster Purchasing Manager or Director of Finance.

Note: This job description outlines the primary responsibilities of the position and may be amended based on operational requirements and business needs.