Purchasing & Receiving Administration Apprentice (Indonesian Citizen Only)

Capella Ubud; Provinsi Bali; On-site; IDR 39,060,000 - 55,800,000; Full time

Job summary

Capella Ubud is seeking a detail-oriented Purchasing & Receiving Administration Apprentice to support daily purchasing activities in a luxury hospitality setting. You will assist in handling purchase requests, supplier quotations, purchase orders, receiving documentation, and inventory records, while learning market research, cost awareness, and reporting.

You will work closely with suppliers and internal teams, developing accuracy, integrity, and professional communication to contribute to

Qualifications

• Diploma or Bachelor's degree in Hospitality Management or related field would be an advantage.
• Previous internship, training, or work experience in Purchasing, Procurement, Receiving, Administration, or hospitality environment is advantageous.
• Good numerical and analytical ability with attention to detail.
• Basic computer literacy with Excel, Word, and Outlook.

Responsibilities

• Support the Purchasing team with daily administrative and operational requirements to ensure purchasing activities are processed accurately and in a timely manner.
• Assist in reviewing Purchase Requests and supporting documents to ensure information is complete and properly authorized.
• Assist in obtaining, organizing, and comparing supplier quotations considering price, quality, specs, delivery, and supply consistency.
• Support the preparation, processing, filing, and follow-up of Purchase Orders.
• Maintain filing and tracking system for Purchase Requests, Purchase Orders, quotations, invoices, and purchasing documents.
• Support basic market surveys and product research to develop awareness of current market prices and supplier options.
• Assist in maintaining supplier information and building professional relationships with suppliers.
• Support follow-up on outstanding orders and delivery schedules with suppliers and relevant departments.
• Assist with daily market list checks to ensure purchasing requirements are processed appropriately.

Skills

Numerical accuracy

Analytical thinking

English Indonesian communication

Excel

Communication skills

Teamwork

Organizational skills

Education

Diploma or Bachelor's degree in Hospitality Management or related field

Tools

Microsoft Excel

Microsoft Word

Microsoft Outlook

Job description

Position Summary:

The Purchasing & Receiving Administration Apprentice supports the Purchasing and Receiving functions in maintaining an efficient, accurate, and well-organized procurement process in accordance with Capella Ubud standards and operational requirements.

This role provides an opportunity to gain practical exposure to purchasing administration, supplier coordination, market research, quotation comparison, purchase order processing, receiving procedures, cost awareness, and inventory documentation within a luxury hospitality environment.

We are seeking a motivated, organized, and detail-oriented individual with a genuine willingness to learn and develop within the Purchasing and Receiving function. The successful candidate should demonstrate integrity, numerical accuracy, good communication skills, initiative, and the ability to work collaboratively with different departments and suppliers while maintaining professional standards.

Essential Duties:

1. Support the Purchasing team with daily administrative and operational requirements to ensure purchasing activities are processed accurately and in a timely manner.
2. Assist in reviewing Purchase Requests and supporting documents to ensure that required information is complete and properly authorized.
3. Assist in obtaining, organizing, and comparing supplier quotations, taking into consideration price, quality, specifications, delivery time, and consistency of supply.
4. Support the preparation, processing, filing, and follow-up of Purchase Orders in accordance with established procedures.
5. Assist in maintaining an effective filing and tracking system for Purchase Requests, Purchase Orders, quotations, invoices, and other purchasing documentation.
6. Support basic market surveys and product research to develop awareness of current market prices, products, and supplier options.
7. Assist in maintaining accurate supplier information and developing professional working relationships with suppliers.
8. Support the Purchasing team in following up on outstanding orders and delivery schedules with suppliers and relevant departments.
9. Assist in checking the daily market list and ensuring that purchasing requirements are processed appropriately.
10. Support the maintenance of product specifications, approved product information, and standard ordering references.
11. Assist in monitoring standard store items and supporting the maintenance of appropriate par stock levels.
12. Work closely with the Receiving team to support accurate documentation and smooth coordination of incoming goods.
13. Assist in ensuring that received products correspond with approved purchase orders, specifications, quantities, and required standards.
14. Assist with basic purchasing records, cost comparisons, and administrative reconciliation when required.
15. Maintain accurate purchasing data and support the preparation of daily, weekly, monthly, quarterly, and annual reports as assigned.
16. Maintain confidentiality and demonstrate integrity when handling supplier information, pricing, purchasing documents, and other commercially sensitive information.
17. Communicate professionally and courteously with suppliers, colleagues, and internal departments at all levels.
18. Participate in departmental briefings, meetings, training, and learning activities as required.
19. Demonstrate initiative and a willingness to understand how Purchasing and Receiving activities contribute to the overall guest experience and operational excellence of the resort.
20. Maintain an organized, efficient, and professional working environment at all times.
21. Adapt to changes in operational requirements and support the team in meeting evolving business needs.
22. Perform other reasonable duties and responsibilities as assigned by the Purchasing leadership team.

Education Required:

1. Diploma or Bachelor's degree in Hospitality Management, Business Administration, Accounting, Supply Chain Management, Procurement, or a related field would be an advantage.

Desirable:

1. Previous internship, training, or work experience in Purchasing, Procurement, Receiving, Administration, or a hospitality environment would be an advantage.
2. Basic understanding of purchasing, procurement, receiving, inventory, or administrative processes.
3. Basic understanding of supplier quotations, product specifications, and purchasing documentation.
4. Good numerical and analytical ability with strong attention to detail.
5. Basic computer literacy with good working knowledge of Microsoft Office, particularly Excel, Word, and Outlook.
6. Good written and verbal communication skills in English and Indonesian.
7. Professional telephone and interpersonal communication skills.
8. Strong organizational and time management skills.
9. Demonstrates initiative, reliability, integrity, and willingness to learn.
10. Ability to work effectively as part of a team and communicate with colleagues across different departments.
11. Ability to handle information accurately and maintain confidentiality.
12. Basic problem-solving and decision-making skills.
13. Previous exposure to a luxury hotel or hospitality environment would be beneficial.

Key Competencies:

• Organizational and time management skills
• Numerical and analytical skills
• Attention to detail and accuracy
• Computer literacy and Microsoft Excel skills
• Professionalism and integrity
• Communication skills in English and Indonesian, written and verbal
• Initiative and willingness to learn
• Teamwork and interpersonal skills
• Basic problem-solving skills
• Administrative and documentation skills
• Ability to prioritize tasks and meet deadlines
• Ability to adapt to changing operational requirements
• Ability to maintain an efficient and effective administrative system
• Understanding of purchasing and cost awareness
• Professional telephone manner
• Ability to maintain confidentiality and handle purchasing information responsibly

Scope of Learning & Development:

Throughout the apprenticeship, the incumbent will be given opportunities to develop practical knowledge and understanding of:

• Purchasing and procurement processes within a luxury hospitality environment
• Market surveys and supplier comparisons
• Quotation evaluation and basic cost analysis
• Purchase Request and Purchase Order processes
• Supplier communication and coordination
• Product specifications and purchasing standards
• Receiving procedures and documentation
• Inventory and par stock awareness
• Purchasing administration and record keeping
• Basic purchasing reporting and reconciliation
• Internal controls and compliance within the purchasing process

The Apprentice is expected to progressively develop the knowledge, confidence, accuracy, and professional judgment required to support the Purchasing & Receiving function effectively while consistently demonstrating Capella Ubud's standards of professionalism, integrity, and care.