Assistant Purchasing Manager

The position is responsible for ensuring the smooth operation of daily procurement of F&B as well as General Supplies, Engineering Supplies and Services across the hotel which includes sourcing of requests at the most competitive pricings and the right vendors.

Primary Responsibilities

The main responsibilities and tasks of this position are as listed below, but not limited to these:
Manage Daily Purchasing Functions
- Receives Market List from the Executive Chef and processing the Market List ordering on daily basis.
- Ensures approved purchase requisitions are timely with the creation of Purchase Orders for F&B Supplies / Stewarding Supplies / Housekeeping Supplies and other General Supplies.
- Reconciles Purchase Orders and Invoices to ensure prices and quantities are correct with Suppliers.
- Follows up closely on outstanding Purchase Orders that are long overdue and if needed for cancellation.
- Verifies that all documentation and proper quotations are maintained and filed according to Policy and Procedure requirements.
- Review pricings and process for all purchases across hotel.
- Collaborate with relevant departments to plan stock requirements and work out strategy to reduce out of stock situation and contingency plan.
- Ensure the creation of Article Codes/Price Quote and Vendors details are updated accordingly in the system and assist if needed.
- Response swiftly to feedbacks/complaints/ no stock situation etc (from end users/suppliers/guest).
- Attend & Response swiftly to complaints and feedback from end users on purchases and to take appropriate actions with suppliers that provide these products which do not meet the desired quality.
- Request for Quotations as well as samples for evaluation.
- Handle RFQ as well as RFP exercises for all categories of Supplies including Services.
- Assist in report analysis in preparation for new work stream.
- Assist in Contracting process.
- Ensure forms and documents are properly filled & filed for all Purchasing processes.
- Maintains and keeps track of all contract/RFP/RFQ documentations for audit control.
- Effectively source for suppliers and to obtain the best possible quote from the suppliers for all items, without compromising on minimum quality and standards.
- Negotiate with selected suppliers and obtain competitive quotations.
- Follow-up with suppliers with regards to no stock situation and deliveries status.

Price Comparison Summary
- Tabulating of Price Summary and recommendation of award for various work streams that are assign to.
- Recommend the award items for Purchasing Manager, Executive Chef and Director of Finance & Business Support review and approval.
- Preparing and send out the Letter of Award / Draft Agreement.

New Vendors & Article Code Creation
- To obtain documentation e.g Supplier Evaluation, Bizfile (applicable for Food and Non-Food supplier) for new Vendor Creation for Director of Finance and Business Support and Purchasing Manager’s approval, and Supplier Questionnaire (applicable for Food & Beverage’s supplier only) and approved by Director of Food Safety, Executive Chef, EAM F&B, and Purchasing Manager.
- To raise new Supplier Creation Form / Supplier Date Change Form for Director of Finance and Support approval.
- To raise new Article Code Creation Form / Article Amendment Form for Purchasing Manager approval.
- Creation of Article Codes/Price Codes and Vendors details are updated accordingly in the system

Others
- To carry out any other duties and responsibilities that may be assigned by the Purchasing Manager or Director of Finance and Business Support.
- Monitors all contract expiration dates and update the main data file.
- Handles RFQ and RFP exercises for all categories of Supplies including Capex, General Supplies and Services purchases.

Sourcing & Supplier Management
- Assist in identifying and evaluating potential suppliers
- Negotiate terms and pricing agreements with suppliers to ensure cost-effectiveness and quality.
- Maintain relationships with existing suppliers and continuously seek opportunities for improvement.
- Monitor supplier performance and address any issues or concerns promptly.
- Ensure all Accor requirements for vendor onboarding is in place.
- Response to queries from end users/suppliers with regards to no stock situation.
- Source for suppliers for Purchase Requests that are new.

Food Safety Management
- Manages and request for formal documentations from Suppliers in compliance to HACCP standards of the hotels inclusive of HALAL certification.
- Responses swiftly to feedbacks / complaints (from end users / suppliers / guest in accordance to HACCP Procedures).
- Tracks and monitors all expiration date of licenses as well as organization certification for all Suppliers that are partner with the hotel. Arranges with Suppliers for site audit inspection as and when needed by Director of Finance & Business Support, Purchasing Manager as well as Director of Food Safety.
- Ensures Corrective Ac