Purchasing Coordinator

Job Status and Requirements:

1. This job is for Local Hire.
   1. Must be able to work on Guam, USA without restrictions.
   2. US Citizens, US Permanent Residents (Green Card) and Residents of Federated States of Micronesia (FSM)
2. Full Time hourly position, $12.00 per hour.
3. Must be able to obtain Health Certificate from Guam Public Health.
4. Must be able to work on Weekends, Holidays and flexible shifts based on business need.

What’s the job?

Assist with management and control of purchasing systems and procedures while maintaining the supply chain process; ensure cost-effective contracting of products and services, and promote compliance internally with established standards. Ensure timely availability of the material and services. Duties also include receiving delivery and checking incoming items against product invoices, organizing and storing shipments until they receive outgoing order requests and notifying management / departments when they don’t have enough of a particular product to fulfill orders.

Your-day-to-day

People

• Coordinate and communicate with other departments in matters concerning purchasing and internal control. 

• Collaborate with Accounting supervisors or Department Heads on purchasing issues. 

• Respond to a vendor, Department Heads, and other employees’ inquiries relative to purchasing. 

• Promote and maintain a safe, productive, and positive workplace. 

• Promote teamwork and quality service through regular communication and coordination with managers, team members, and other departments.   

• Communicate and ensure compliance with Purchasing policies and procedures.   

Financial

• Maintain internal controls of purchase requisitions. 
• Utilize and maintain a purchase order system. 
• Manage vendor invoices for accuracy & complete month-end inventory closing.
• Participate in the month-end closing process. 
• Ensure cleanliness and organization in all work areas. 
• Coordinate with respective department heads to ensure the receiving of products. 
• Proper tracking of open purchase orders, communicating with vendors for timely supply, and close of orders. 
• Arrange any urgent material required in case of emergency requirements. Cash purchases may be necessary depending upon the requirement urgency level. 
• Ensure regular, correct, and best-quality supplies at all times. 
• Support promptly on urgent requirements of the operations. 
• Perform related duties and special tasks as assigned.

Guest Experience

• Take action to address Purchasing needs. 

• Notify departments of arriving materials for prompt removal from receiving area. 

• Manage the loading dock for deliveries, cleanliness, and safety.

• Ensure that incoming merchandise is undamaged, quantities are as indicated in the accompanying invoice/delivery docket, and meets the IHG quality standards.

Responsible Business

• Establish adequate record-keeping. 

• Establish standard purchasing specifications. 

• Ensure products and resources are assigned to the appropriate department and billed accordingly. 

• Strict implementation of the Control Self-Assessment (CSA). 

• Aware of duty of care and adhering to occupational, health, and safety legislation, policies, and procedures. 

• Familiar with property safety, first aid, fire, and emergency procedures, and operating equipment safely and cautiously. 

• Maintain files of all Purchasing-related and/or audit documentation. 

• Assist in various storeroom areas including inventory, receiving, storing, and dispersing hotel goods to ensure supply needs are timely and efficient.   

• Assist with other duties as assigned.

What we need from you

1. Education - 

   High School diploma

    

2. Service years - 

   At least 2 years of previous Accounting or Purchasing experience

    

3. Knowledge and skills

• SAP experience and knowledge preferred
• Mathematical skills, including basic math, budgeting, profit/loss concepts, percentages, and variances 
• Problem-solving and reasoning abilities 
• Devise, prepare, and maintain spreadsheets using various software systems, and knowledge of computerized financial reporting systems and programs 
• May be required to work nights, weekends, and/or holidays 
• Proper communication skills when interacting with colleagues and leadership   
• Proficiency in Microsoft programs specifically MS Outlook and MS Excel 
• Proficiency with property management systems and point-of-sale systems and software 
• Familiar with balancing budgets and understanding how different money habits affect overall financial performance. 
• Analyse financial data, organize it, and present it clearly and professionally 
• Demonstrate a high end of ethics that may include reporting employees stealing from the Resort and identifying and exploiting loopholes in the budget

4. Language - 

   Fluent in English (speaking, listening, reading, and writing)

    

5. Preferred (if required)

• Carrying or lifting items weighing up to 50 pounds

• Attention to detail to find the smallest of errors and correct them before they become serious problems.

What we offer

In return, we'll provide you with a competitive financial and benefits package which may include Health (medical, dental & vision) insurance, a 401k plan with company match, Paid Time Off, and Employee discounts. A chance to become part of the global IHG family - opening a door to endless career opportunities. We’re passionate about growing our talent. We’ll provide the training & development you need to succeed & progress into your next role. 

Join us and you’ll become part of the global IHG family – Our colleagues share some winning characteristics: we work better together, we trust and support each other, we aim higher by looking for better ways to do things, we do the right thing, and we welcome different perspectives. 

IHG is an equal opportunity employer: Minorities/ Females/ Disabled/ Veterans