Purchasing Assistant

Pan Pacific London; Greater London; On-site; GBP 28,000 - 38,000; Full time

Benefits offered by this job

Mental Health First Aiders

Birthday Day Off

Cycle to Work

Employee Referral

Season Ticket Loan

Maternity/Paternity Policy

Eye Care Voucher

Wellness Activities

Volunteer Days

Career Progression

Pan Pacific Discounts

Complimentary Meals

Job summary

Pan Pacific London is seeking a Purchasing Assistant to support the hotel’s Purchasing Department, focusing on invoice processing, system administration and stock control. You will ensure accurate purchase orders, deliveries and invoices while maintaining strong supplier relationships and financial controls.

The role involves assisting Goods Receiver and Stock Controller, working closely with hotel departments.

Qualifications

• Must be detail-oriented.
• Customer-focused and team player.

Responsibilities

• Process supplier delivery notes, invoices accurately and promptly, ensuring they are 3-way matched against the relevant purchase order and delivery record.
• Investigate and resolve price, quantity, unit-of-measure and delivery discrepancies.
• Liaise with suppliers and internal departments to obtain missing invoices, delivery notes, purchase orders or approvals.
• Monitor invoices placed on hold and follow up on outstanding issues to avoid payment delays.
• Maintain accurate invoice records and supporting documentation in accordance with hotel procedures and audit requirements.
• Support month-end activities by identifying unprocessed invoices, outstanding goods receipts and open purchase orders.
• Assist the Goods Receiver during busy periods, holidays and other operational requirements
• Assist the Stock Controller with stock movements, transfers, requisitions and inventory administration.
• Support tender exercises, supplier-performance reviews and purchasing projects when required.

Job description

WHO ARE WE

At Pan Pacific London, luxury meets excellence and we invite you to be part of it. Graceful and refined, the hotel seamlessly combines thoughtful design, innovative wellness and a range of dining and drinking experiences, all conveniently located near Liverpool Street Station in London's prestigious Square Mile.

With 194 rooms and 43 suites, including the opulent Pan Pacific Suite, we redefine modern hospitality. Guests can unwind at SENSORY Spa & Wellbeing, our dedicated wellbeing floor, complete with an infinity pool, a high-performance gym and indulgent spa treatments.

A sanctuary of comfort and sophistication, Pan Pacific London invites guests to experience the very best of the city and to discover its hidden gems, both old and new.

ABOUT YOU

We are looking for a passionate and team-focused Purchasing Assistant to become a valued member of our outstanding Purchasing Team at Pan Pacific London.

You bring confidence, empathy, and professionalism to every interaction, whether with guests or colleagues. Calm under pressure and committed to excellence, you take pride in creating memorable experiences at every opportunity.

If you are detail-oriented, take genuine pride in your work, and consistently put people at the heart of everything you do, we would be delighted to hear from you.

JOB SUMMARY

The Purchasing Assistant supports the efficient day-to-day operation of the hotel’s Purchasing Department. The role focuses primarily on invoice processing, purchasing-system administration and operational support for Goods Receiving and Stock Control. The position ensures that purchase orders, deliveries, invoices and stock records are processed accurately and promptly, while maintaining strong financial controls and positive working relationships with suppliers and hotel departments. Your responsibilities will include, but are not limited to:

• Process supplier delivery notes, invoices accurately and promptly, ensuring they are 3-way matched against the relevant purchase order and delivery record.


• Investigate and resolve price, quantity, unit-of-measure and delivery discrepancies.


• Liaise with suppliers and internal departments to obtain missing invoices, delivery notes, purchase orders or approvals.


• Monitor invoices placed on hold and follow up on outstanding issues to avoid payment delays.


• Maintain accurate invoice records and supporting documentation in accordance with hotel procedures and audit requirements.


• Support month-end activities by identifying unprocessed invoices, outstanding goods receipts and open purchase orders.


• Assist the Goods Receiver during busy periods, holidays and other operational requirements


• Assist the Stock Controller with stock movements, transfers, requisitions and inventory administration.


• Support tender exercises, supplier-performance reviews and purchasing projects when required.

YOUR BENEFITS WORKING AS A PURCHASING ASSISTANT AT PAN PACIFIC LONDON

• At Pan Pacific London we take pride in our close-knit culture, commitment to development and focus on wellbeing. As part of our team, you will enjoy:

  
  

  Access to Mental Health First Aiders

  
  

  An extra day off to celebrate your birthday

  
  

  Cycle to Work Scheme

  
  

  Employee Referral Scheme

  
  

  Season Ticket Loan

  
  

  Enhanced Maternity and Paternity Policies

  
  

  Eye Care Voucher Scheme

  
  

  Social and Employee Wellness Activities

  
  

  Employee Assistance Programme, including 24/7 virtual GP and financial advisors

  
  

  Two hotel-wide social events per year, plus additional team gatherings

  
  

  Flexible Work Policy

  
  

  Complimentary dry cleaning for uniforms and work attire

  
  

  Reward and Recognition Programmes including Star of the Month, Manager of the Quarter, and Star of the Year

  
  

  Guest Experience Programme

  
  

  50% Discount on Beverage at Food & Beverage outlets at Pan Pacific London

  
  

  30% Discount on internal spa treatments

  
  

  30% Discount on Food & Beverage across Pan Pacific Hotel Group properties

  
  

  Friends & Family rates at Pan Pacific London and across Pan Pacific Hotels Group

  
  

  Complimentary meals prepared daily by our chefs

  
  

  Two fully paid Study Days per year (in addition to annual leave)

  
  

  Two fully paid Volunteer Days per year (in addition to annual leave)

  
  

  Career Progression, we’re committed to coaching and supporting your internal development within Pan Pacific Hotels Group

  
  

  Additional perks through YuLife

  
  

  Dedicated discounts with local eateries

  
  

  ABOUT PAN PACIFIC HOTELS GROUP

  
  

  Operated by Pan Pacific Hotels Group, Pan Pacific Hotels and Resorts is a global luxury brand with nearly 30 hotels and serviced suites across 22 cities in Asia Pacific, North America, and Europe, including seven new openings by 2025. Renowned for sincere and graceful service, Pan Pacific is the trusted choice for guests seeking refined, memorable experiences.

  
  

  Join Our Family in the Heart of the City

  
  

  Pan Pacific London, a Forbes Travel Guide Five-Star property, is proudly located in the vibrant heart of the City. We are honoured to have received multiple prestigious accolades, including:

  
  

  Hotel of the Year – Group (2023) | Catey Awards

  
  

  Hotel of the Year – London (2022/2023) | AA Hospitality Awards

  
  

  Forbes Five-Star Rating | 2022/2023

  
  

  Forbes Five-Star Rating | 2023/2024

  
  

  Forbes Five-Star Rating | 2024/2025

  
  

  Forbes Five-Star Rating | 2025/2026

  
  

  Forbes Four-Star Rating – SENSORY Wellbeing | 2023/2024

  
  

  Forbes Four-Star Rating – SENSORY Wellbeing | 2024/2025

  
  

  Be part of something extraordinary, where excellence is recognised, and hospitality is redefined.

  
  

  Eligibility: All applicants for the role of Purchasing Assistant must have the legal right to live and work in the UK without any restrictions. Proof of eligibility will be required at the interview stage.