Purchasing Manager

Nestled in the beautiful Jimbaran Bay, in Jimbaran Hijau development area, Raffles Bali is a haven of refined seclusion, perched on a hill that offers stunning views of the ocean and its secluded beach. With only 32 ocean-view villas, each featuring its own outdoor terrace and private pool, Raffles Bali stands as one of the finest resorts in Bali, showcasing mesmerizing sunsets, lush tropical gardens, and exquisite dining experiences. Guests can indulge in our signature Bali Sling at the iconic Writers Bar, enjoy a romantic dinner in The Secret Cave and Purnama Honeymoon Bale, or rejuvenate at The Sanctuary, a hillside treatment suite, or at Raffles Spa. Our Raffles Wellbeing Butlers can arrange a variety of bespoke treatments, cultural immersions, and personalized activities, to provide the ultimate experience on the Island of the Gods.

• To define the scope, duties, and responsibilities of the Purchasing Manager
• Coordinate and manage the overall operations of the Purchasing and Storeroom Department to ensure that all departments of the hotel have adequate supplies to perform their duties in an efficient manner.

Technical Responsibilities

• Must be willing to work a flexible schedule in order to accomplish all major responsibilities and tasks.
• Must be able to maintain good relationship with all departments and Home Office to promote effective purchasing.
• Must have a commitment to follow all local and corporate policies and procedures as they relate to Night Audit.
• Must work in a safe, prudent, and organized manner.
• Supervise, train and motivate Purchasing department employees and thoroughly understand all of their duties and responsibilities.
• Ensure that the department works closely with the Chef and the Food & Beverage Director to purchase the highest quality product while constantly searching for the lowest price.
• Ensure that all purchase order requests are properly completed and approved before a purchase order is prepared and the items are purchased.
• Supervise the day-to-day functions of the Receiving Clerk.
• Ensure that all items received by the hotel are properly documented in accordance with the Company’s purchasing and receiving procedures.
• Negotiate food prices, place daily food orders based on requirements, and ensure prompt delivery as requested within the prescribed receiving hours.
• Place weekly liquor, beer and wine orders as required.
• Generate purchase orders (or equivalent) on approval requisitions and obtain authorization from the Controller and General Manager prior to processing these orders.
• Assist management with obtaining competitive price quotations and confirm purchase availabilities.
• Provide the Controller with a monthly summary of outstanding purchase orders for goods and services received, but not yet invoices, prior to month-end, as detailed in the Policy & Procedure Manual.
• Participate as required in the monthly or quarterly count of food and beverage inventories as well as with the quarterly count of operating equipment, according to company policy.
• Ensure that there are sufficient expendable operating supplies on hand for each department by coordinating regular inventories with the storeroom personnel and /or department heads.
• Distribute a copy of the purchase orders to the receiving department, if this process is not electronic, to ensure accurate receiving and distribution of goods.
• Assist the Accounts Payable Clerk in researching any discrepancies on invoices. Ensure that all storage areas are secure, clean and properly organized.
• Establish and maintain par stocks on all inventoried items, keeping in mind that inventory levels must be kept as low as possible without compromising the efficiency of the hotel.
• Coordinate the corporate annual operating equipment and supply requirements with the corporate Purchasing Department and the appropriate hotel department heads.
• Coordinate purchases related to capital projects with the corporate Purchasing Department as well as outside contractors.
• Take appropriate personnel related action (i.e., hire, commend, discipline, evaluate, etc.,) with purchasing staff as required.
• Hold monthly department meetings with staff.
• Prepare and post staff schedule in accordance with business needs.
• Conduct frequent quality control audits to ensure staff is properly trained and following established procedures.
• Coordinate and participate as necessary in all month-end or quarterly inventories of food, beverage, operating equipment and supplies.

Commercial Responsibilities

• To visit and evaluate suppliers, to request quotations or bids, to negotiate prices and terms, to place orders, to resolve problems, to follow up any outstanding delivery and activate any payment with Hotel current suppliers and potential suppliers.

• To cultivate a sound relationship with the Hotel’s suppliers.

• Bachelor degree

• 3–5 years of experience in purchasing, procurement, or supply chain management.

• Prior experience in the hospitality industry (hotel, resort, or restaurant) is highly preferred.

• Experience with vendor management, negotiation, and cost control.

• Familiarity with hotel operations (F&B, housekeeping, maintenance) helps in understanding purchasing needs.

• Luxury experience is a plus