Job Description

Position Summary

The Procurement Assistant Manager is responsible for overseeing and managing the procurement operations of Hotel Indigo Kuala Lumpur on the Park, ensuring the timely, cost-effective and efficient sourcing of goods and services in accordance with hotel standards, IHG policies and financial guidelines.

The position plays a key role in supplier management, purchasing controls, cost optimisation and procurement system administration while supporting the Director of Finance & Business Support in achieving operational and financial objectives.

Key Responsibilities

1. Oversee and coordinate all hotel procurement activities, including sourcing, supplier evaluation, negotiation and purchasing of goods and services.
2. Develop and maintain effective relationships with suppliers to ensure competitive pricing, consistent quality and timely delivery.
3. Review and verify purchase requisitions, quotations and purchase orders to ensure compliance with approved budgets, purchasing procedures and authorisation requirements.
4. Manage and administer the Purchase Plus procurement system, ensuring accurate purchasing records, appropriate access and effective utilisation by relevant departments.
5. Collaborate with Department Heads to identify procurement requirements, forecast purchasing needs and ensure uninterrupted hotel operations.
6. Monitor purchasing costs, supplier pricing and expenditure trends while identifying opportunities for cost savings and operational improvements.
7. Coordinate with the Receiving, Stores and Finance teams to ensure accurate documentation, timely delivery and resolution of discrepancies.
8. Ensure respective departments are notified upon delivery and that authorised representatives verify and acknowledge receipt of goods.
9. Oversee supplier performance, contract renewals and purchasing agreements to ensure compliance with hotel requirements.
10. Maintain accurate procurement documentation, purchasing reports and supplier records for financial reporting and audit purposes.
11. Ensure all procurement activities comply with IHG policies, hotel financial procedures, ethical purchasing practices and applicable regulations.
12. Support the Director of Finance & Business Support in budget preparation, procurement planning and cost-control initiatives.
13. Provide guidance and supervision to procurement personnel, where applicable, to maintain efficiency and accountability.
14. Identify opportunities to improve procurement procedures, internal controls and departmental coordination.
15. Perform other duties and responsibilities as assigned by Management.

Key Requirements

• Diploma or Degree in Supply Chain Management, Procurement, Business Administration, Finance or a related field.
• Relevant experience in procurement or purchasing, preferably within the hospitality industry.
• Sound knowledge of procurement procedures, supplier management, purchasing controls and cost optimisation.
• Experience with Purchase Plus or similar procurement systems is an advantage.
• Strong negotiation, analytical and problem-solving skills.
• Good leadership, communication and interpersonal skills.
• Ability to manage multiple priorities and work effectively with various hotel departments.
• Strong attention to detail, integrity and accuracy in documentation.
• Proficiency in Microsoft Office applications, particularly Excel.
• Ability to work independently and make sound operational decisions within approved authority.

Working Relationships

• Reports directly to the Director of Finance & Business Support.
• Works closely with Department Heads, Finance Team, Receiving, Stores and external suppliers.
• Provides operational guidance to procurement personnel, where applicable.