Purchasing and Administrative Officer

We are seeking a highly organized detail-oriented Purchasing and Administrative Officer to join our team. You would be responsible for purchasing for all hotel departments, assisting with guest reservations, and general administrative duties.

Responsibilities – Purchasing Officer

• Maintaining relationships the hotel’s departmental managers to monitor stock levels and identify purchasing needs in a timely manner.

• Maintaining relationships with Suppliers, Vendors or Wholesalers to place orders for the delivery of items based on inventory needs.
  
  
• Managing purchase orders and delivery schedules. 

• Compare deliveries with purchase orders to identify discrepancies, ensuring that orders received are accurate and not damaged.

• Maintain relationships with the company’s delivery and transport providers to coordinate the delivery of items purchased between the hotel’s head office in Trinidad and the hotel location in Tobago.

• Liaise with hotel managers and ground staff to ensure all items arrive and are in good condition.

• Monitoring supplier invoices and statements to ensuring that all invoices are paid in a timely manner.

• Prepare vouchers and cheques for payments disbursements when due.

• Maintaining organized and accurate purchase records of invoices, payments and contracts.

• File and archive documents for easy retrieval.

• Conduct research to identify alternatives for supplies needed based on quality and price.

• Work with the hotel’s accountant and director to monitor and manage purchasing costs.

• Conduct cost controls and price comparisons of different vendors.

 Responsibilities – Administrative Officer

• Answer phone calls and emails for reservation requests to book rooms or events at the hotel (from guests and partner travel agents), based on rooms available, rates and packages.

• Check the internal booking system and make the booking for guests.

• Monitor the e-mail inbox for guest reservations / queries/ complaints etc.

• Obtain payment information and process credit card / cash / cheque payments for guest reservations when required.

• Monitor and answer requests from the company’s social media pages and webpages.

• Follow up on all legal / corporate filings for the hotel with attorneys.

• Support the preparation of documents and cheques for all statutory payments.

• Support the preparation of documents for audits and tax filings.

• Ordering of office supplies and stationery.

• File and archive documents for easy retrieval

• Occasional visits to hotel to support activities during peak accommodation periods.

• Other administrative and support duties assigned.

Qualifications, Experience and Skills

• Five (5) CXC O’Level passes, including Math and English A.

• Work experience as a Purchasing Officer or similar role.

• Good understanding of and hands-on experience with supply  / logistics procedures.

• Accounting / Book-Keeping Experience.

• Adept at MS Office Applications – Word & Excel.

• Experience working in a dynamic environment.

• Solid organizational skills and detail oriented.

• Ability to manage multiple tasks, set priorities and meet deadlines.

• Excellent written and verbal communication skills.

• Excellent interpersonal and customer service skills.

• Ability to adapt to changing environments and priorities.

• Pro-active and Flexible.