Assistant Purchasing Manager

Confidential Company

Procurement Strategy & Operations

• Develop, implement, and manage the hotel’s procurement strategy in alignment with hotel’s purchasing standards and guidelines.

• Ensure that all purchasing activities are conducted ethically, transparently, and in compliance with hotel’s Code of Conduct, internal control framework, and local regulations.

• Collaborate closely with department heads (Rooms, Housekeeping, F&B, Administration, Engineering etc.) to understand operational requirements and ensure timely procurement support.

• Work closely with the Finance Head to establish, monitor, and manage procurement budgets and cost control measures.

• Continuously monitor market trends, supplier performance, and cost fluctuations to optimize procurement efficiency.

• Analyze purchasing expenditures, identify cost-saving opportunities, and implement strategies to optimize spending without compromising quality.

• Ensure timely and accurate data entry, purchase order processing, and inventory reporting.

• Ensure all purchasing transactions are properly documented and aligned with accounting procedures.

• Develop and enforce standard operating procedures (SOPs) for purchasing and inventory management.

• Maintain proper documentation and audit trails for all procurement activities in accordance with hotel’s audit and compliance requirements.

• Provide periodic reports on purchasing activities, savings, supplier performance, and compliance indicators to the management. Vendor & Contract Management

• Identify, evaluate, and select qualified suppliers in accordance with hotel’s sourcing standards.

• Negotiate supplier agreements, contracts, and pricing to secure favorable terms while ensuring quality, sustainability, and compliance.

• Conduct regular supplier performance evaluations, ensuring adherence to service level agreements, product specifications, and brand standards. Audit & Compliance

• Liaise with internal and external auditors, ensuring timely submission of required documentation.

• Use only approved and licensed suppliers (especially for food, chemicals, and technical services).

• Maintain a vendor compliance file for each supplier.

TEAM & HR RESPONSIBILITIES

• Foster a culture of integrity, accountability, and continuous improvement within the purchasing function.

• Collaborate with department heads to understand their needs and improve procurement support.

• Manage leave planning to ensure operational continuity.

• Conduct performance evaluations and recommend development plans.

• Organize on-the-job and external training to enhance team capabilities.

• REPORTING & COLLABORATION

• Reports directly to the Finance Head.

• Collaborates closely with accounting team and other departments.

  OTHER RESPONSIBILITIES

• Perform additional tasks as assigned by senior management, contributing to departmental and hotel-wide goals.