Purchasing Coordinator

Company Description

Discover the warm hospitality of Sofitel Dubai The Palm, a luxurious 5-star beachfront resort nested on the East Crescent of the renowned Palm Jumeirah.

Nestled amongst lush greenery on the idyllic shores of the Arabian Gulf, Sofitel Dubai The Palm offers a tropical and relaxing sanctuary, only a short distance away from the vibrant, buzzing metropolis of Dubai.

With touches of French elegance interlaced throughout the resort, we invite guests to enjoy an environment “Where life lives” and indulge in excellence.

The resort comprises of 360 contemporary guest rooms and suites, 182 serviced apartments, 4 ultra-luxury villas, Sofitel Spa with L’Occitane, Fitness Centre, Kids Club and offers a large variety of dining options with 7 restaurants, 5 bars, and lounges.

Job Description

• Fully conversant with and abides by the policies and procedures in the procurement process.
• Actively monitor fluctuations in consumption patterns, taking proactive measures to manage slow-moving and non-moving items.
• Maintain cleanliness in the storage area and ensure all products are stored in compliance with hotel standards.
• Verify all incoming goods against receiving records to ensure accuracy and completeness.
• Issue supplies only on authorized requests and maintain updated inventory records at all times.
• Ensure that stocks are not accessible after hours without the Duty Manager’s approval and promptly report any after-hours stock issues to the Cost Controller the next working day.
• Conduct regular inventory checks to verify quantities, product quality, and expiration dates. Perform monthly inventories for all products stored and assist the Cost Controller with outlet inventories.
• Assist in quarterly, bi-yearly, and yearly inventories of operating equipment.
• Strictly adhere to policies and procedures in the receiving process.
• Support cost control objectives and maintain proper documentation for audits.
• Maintain records for municipal and local authority requirements related to supplies.
• Inform the Purchasing Manager and Executive Chef of any rejected deliveries, short supplies, or non-supplied products, ensuring alternative actions are taken.
• Where necessary, consult with specialists to assess the quality of supplied goods.
• Secure products received on behalf of the hotel and arrange prompt delivery to the respective department or storage area.
• Create credit notes when appropriate for returns or discrepancies.
• Document and track hotel properties that are returned, sent out for repairs, or refilled, ensuring follow-up on their return.
• Ensure all received goods are accompanied by proper and complete documentation.
• Verify the number and weight of items received through physical inspection.
• Examine the quality and quantity of received goods, ensuring prompt transfer to stores or concerned departments.
• Ensure outgoing goods are properly documented and accounted for.
• Responsible for managing all receiving-related documentation, including the Receiving Record, Receiving Report, and Daily Summary Receiving Report.
• Ensure the accounts payable system is updated with all supporting documentation at the end of the day.
• Maintain updated records of supplies on order, both physically and in the inventory system.
  
  

Qualifications

• Previous experience in a similar role within a 5-star hotel environment is essential.
• Minimum of 1 year of purchasing experience is required.
• Knowledge of food & beverage products and procurement is a must.
• Strong proficiency in Microsoft Windows and/or relevant computer applications.
• A University/College degree in a related field is preferred.
• Excellent administrative, interpersonal, written, and verbal communication skills.
• Demonstrated organizational skills with exceptional attention to detail.
• Strong problem-solving abilities and interpersonal skills.
• High level of responsibility and reliability.
• Ability to work effectively within a team setting, ensuring smooth operational flow.