Procurement Clerk

Paradise Bay Hotel Limited in Malta is looking to recruit a Procurement Clerk to join their team on a full-time basis. 

As a Procurement Clerk you will report directly to the Cost Controller, and you will play a key role in the procurement process of the Hotel by assisting in the acquisition of goods and services necessary for the smooth operation of the organization. This position requires a detail-oriented individual with strong organizational and communication skills, as well as the ability to collaborate with vendors, internal departments, and other stakeholders to ensure timely and cost-effective procurement.

Procurement Clerk Key Responsibilities

Inventory Management:

• Monitor and maintain appropriate inventory levels by tracking stock levels and order lead times.
• Coordinated with warehouse staff to ensure efficient storage and retrieval of purchased items.

Purchase Order Processing:

• Generate and process Purchase Orders for the Hotel Operational departments based on requisitions from various departments.
• Verify order accuracy, including item descriptions, quantities and pricing in line to the supplier price lists provided by the Cost Controller.

Internal requisitions processing:

• Track, record and analyse all transfers between departments within the Hotel ensuring that the correct items are being selected, processed and delivered in a timely manner ensuring non-disruption to hotel operations.

Documentation and Filing:

• Maintain accurate and up-to-date records of purchase orders, invoices, and other relevant documentation.
• Organise, scan and file paperwork to facilitate easy retrieval and audit readiness.

Quality Assurance:

• Work with end users to define product specifications and quality standards.
• Monitor and evaluate supplier performance to ensure compliance with quality requirements

Process Improvement:

• Identify areas for process improvement and efficiency gains in cost-related functions.
• Work hand in hand with the Cost Controller to implement cost-saving initiatives.

Team Collaboration:

• Collaborate with various departments, including finance, and operations, to streamline communication and ensure alignment with cost control objectives.
• Responsible for the day-to-day operations of the Hotels Main stores, and Procurement department.

Qualifications and Experience:

• Knowledge of procurement regulations, policies and procedures
• The higher of either a Diploma level in Business Studies or Proven experience in purchasing or procurement role will be considered an asset - a minimum of 1-2 years experience (additional education or certification in Purchasing is a plus).
• Strong attention to detail and organizational skills.
• Excellent communication and negotiation skills
• Proficient in Microsoft office Applications and purchasing software.
• Fluency in the Maltese Language both written and spoken will be considered an asset.