What are the responsibilities and job description for the Purchasing Administrator position at AJS Hotels?
The Purchasing Administrator supports the purchasing department in sourcing, ordering, and receiving goods and services required for hotel operations. This role ensures that all purchases are made efficiently, cost-effectively, and in line with the hotel’s standards and budget. The assistant works closely with suppliers and internal departments to ensure smooth procurement processes.
Safety and Environmental Performance
- Leads the safety effort by personal example
- Support full hotel compliance with safety rules to further our goal of zero (0) accidents and encouragement of reporting and correcting near misses
- Adhere to SOPs and other work procedures as required to ensure guest satisfaction and consistent service is delivered to our patrons
- Immediately report all injuries to Loss Prevention, as well as the manager on duty
Job Responsibilities
- Assist in preparing and issuing purchase orders based on approved requisitions.
- Communicate with suppliers to obtain price quotes, confirm orders, and follow up on deliveries.
- Maintain accurate and up-to-date records of purchases, pricing, and inventory.
- Help track inventory levels and notify management of low-stock or out-of-stock items.
- Perform data entry tasks related to procurement and inventory systems.
- Check delivered items for accuracy and quality, and coordinate with departments for receiving.
- Handle administrative tasks such as filing, photocopying, and organizing procurement documents.
- Support the Purchasing Manager in vendor evaluation and relationship management.
- Coordinate with other hotel departments to understand purchasing needs and priorities.
- Assist in stocktaking and inventory audits when required.
- Other duties as assigned
Qualifications
- High school diploma or equivalent; additional education in business or hospitality is a plus.
- 1–2 years of experience in a purchasing, administrative, or hospitality role preferred.
- Prior inventory/receiving clerk and/or food and beverage experience
- Strong attention to detail and organizational skills.
- Basic understanding of procurement and inventory procedures.
- Good communication and interpersonal skills.
- Proficiency in Microsoft Office (especially Excel); experience with procurement software is a plus.
- Ability to work under pressure and meet deadlines.
Working Conditions
- Performing under various temperature conditions
- Operating outdoors and indoors
- Standing for extended periods
- Walking long distances
- Heavy lifting
- Required to wear a company-provided uniform when applicable
- Working around moving machinery/heavy equipment
- Slippery and uneven walking surfaces
Physical Requirements
The physical demands described here represent those that an employee must meet to perform the essential functions of this job successfully.
- Must be able to lift and carry or otherwise move 25 pounds regularly
- Must be able to move safely over uneven or slippery surfaces in confined spaces
- Must be able to see and respond to dangerous situations
- Remain in a stationary position for 8 hours throughout the work shift
