Assistant Purchasing Manager

Job Description - Assistant Purchasing Manager (HOT0B3P0)

Work Locations

DoubleTree by Hilton Hotel Kuala Lumpur
The Intermark
348 Jalan Tun Razak
Kuala Lumpur 50400

The core responsibilities of the Assistant Purchasing Manager are to ensure the smooth and efficient operation of the Purchasing department and to procure the items required by management at a market competitive price without compromising the quality.

What will I be doing?

As the Assistant Purchasing Manager, you will be responsible for performing the following tasks to the highest standards:

1. Ensure familiarity with Hilton purchasing policies and procedures.
2. Supervise and co-ordinate the work of the Purchasing team members.
3. Follow up supplier insurance coverage and compliance with global Hilton policy requirements to ensure insurance exemption is approved by risk management.
4. Ensure that proper purchasing procedures are in place, with purchase orders placed only by the Purchasing Department after due authorization by Management.
5. Ensure that competitive quotes are obtained as per policy.
6. Review all purchase requests and purchase orders processed by subordinates.
7. Conduct market price surveys in coordination with the Cost Controller and Executive Chef on a regular basis.
8. Ensure that price comparisons amongst other hotels are done on a regular basis and all options are exhausted in obtaining the best possible quotations.
9. Maintain good relations with all hotel departments and suppliers.
10. Ensure that all unmatched / open Purchase Orders are investigated, and proposed actions are taken on a regular basis.
11. Assist in the preparation of month-end reports and other ad hoc reports that may be required from time to time.
12. Ensure familiarity and adherence to any national or global purchasing agreements in accordance with Hilton's approval authority.
13. For the timely review of the rolling contract, updates without changes can only be carried out three times at most.
14. Ensure Hilton Sourcing Centre approval is received prior to initiating tenders for potential purchase of goods/services in excess of $100,000.
15. Assist the Executive Chef in ensuring that food cost is kept to a minimum.
16. Ensure that all month-end procedures are strictly followed, and deadlines are met.
17. Liaise with related government departments such as Animal & Plants Inspection, Wine & Tobacco License, and Customs, etc.
18. Prepare a purchase order outstanding list for month-end purposes.
19. Ensure all documentation (purchase orders, invoices, delivery dockets, etc.) is forwarded to Accounts Payable on a timely basis.
20. Conduct regular vendor visitations for high-risk suppliers.
21. Minimize the risks of accidents and workers compensation costs by ensuring the correct work practices are used and that the area is safe from hazards.
22. Handle all requests and inquiries in a timely, efficient and friendly manner.
23. Perform any additional tasks assigned to ensure that the department functions smoothly.
24. Strictly follow the code of conduct.

What are we looking for?

An Assistant Purchasing Manager serving Hilton Brands is always working on behalf of our Guests and working with other Team Members. To successfully fill this role, you should maintain the attitude, behaviors, skills, and values that follow:

1. College graduate with at least 2 years of working experience as a Purchasing Supervisor.
2. Proficient in Excel, Microsoft Word and the hotel inventory/purchasing software.
3. Able to lead, provide guidance and develop team members.
4. Knowledgeable of supplies.
5. Possess a sense of maturity and reliability.
6. Good command of English, both written and verbally to meet business needs.
7. Prior experience in related work preferred.
8. Able to be resourceful, creative and maintain flexibility in relation to working hours, especially at month-end and during stock take.

What will it be like to work for Hilton?

Hilton is the leading global hospitality company, spanning the lodging sector from