Purchasing Assistant

Position Overview: The Purchasing & Receiving Assistant is responsible for supporting the daily purchasing and receiving operations of the Resort by assisting in procurement activities, verifying incoming goods, maintaining accurate purchasing and receiving records, and ensuring compliance with Company policies, IHG Procurement Standards, and financial control procedures.The role works closely with suppliers, the Receiving and Stores functions, Finance, and operational departments to ensure that goods and services are purchased, received, and documented accurately, efficiently, and in a timely manner.Purchasing SupportAssist in processing approved Purchase Requisitions (PRs) and preparing Purchase Orders (POs).Obtain quotations from approved suppliers as instructed by the Purchasing Manager or Purchasing Supervisor.Follow up with suppliers on order confirmations, delivery schedules, and outstanding purchase orders.Ensure all purchasing documentation is complete and properly approved before processing.Maintain accurate supplier information, pricing records, and procurement documentation.Support the sourcing of products and services in accordance with approved procurement policies.Receiving OperationsReceive and inspect all incoming goods against approved Purchase Orders, Delivery Orders, and Goods Received Notes (GRNs).Verify the quantity, quality, specifications, and condition of delivered items.Report damaged, short-delivered, incorrect, or rejected goods to the Purchasing Manager or Purchasing Supervisor immediately.Ensure all receiving documents are completed accurately and signed by the relevant parties.Coordinate with suppliers regarding replacement of rejected or damaged goods.Inventory and Store SupportAssist in updating inventory and receiving records.Support the Stores function in maintaining accurate stock movement documentation.Participate in periodic stock counts and inventory verification exercises.Assist in monitoring stock levels and notifying the Purchasing team of low-stock items.Ensure proper handling and storage of goods upon receipt where applicable.Documentation and Financial ControlMaintain complete and accurate filing of:Purchase OrdersGoods Received Notes (GRNs)Delivery OrdersSupplier QuotationsReceiving RecordsEnsure purchasing and receiving documentation complies with Company policies and IHG Financial Management Standards.Assist the Finance Department by providing supporting documents for invoice verification and payment processing.Maintain proper audit trails for all procurement transactions.Supplier and Department CoordinationLiaise with suppliers regarding deliveries, documentation, and order enquiries.Coordinate with operational departments to ensure timely receipt of requested goods.Communicate with Finance, Cost Control, Stores, and Receiving to resolve purchasing and receiving discrepancies.Support internal departments with procurement-related enquiries when required.Compliance and Responsible BusinessComply with:IHG Procurement StandardsCompany Purchasing PoliciesFinancial Control ProceduresHealth, Safety and Hygiene StandardsSustainability and Responsible Sourcing initiatives where applicable.Ensure ethical procurement practices and maintain confidentiality of supplier pricing and commercial information.Support internal and external audits by providing accurate procurement and receiving records.General ResponsibilitiesMaintain cleanliness and organisation of the purchasing and receiving office and document storage areas.Assist in continuous improvement initiatives within the Purchasing Department.Support month-end inventory and financial closing activities when required.Perform any other duties assigned by the Purchasing Manager or Purchasing Supervisor.