Purchasing Manager

The core responsibilities of the Purchasing Manager are to ensure the smooth and efficient operation of the Purchasing Department and to procure the items required by the Management at a competitive price but without compromising quality.

Responsibilities

• Be familiar with Fraser Hospitality's purchasing policies and procedures.
• Supervise and coordinate the work of the Purchasing team members.
• Follow up on supplier insurance coverage and compliance with global Frasers policy requirements to ensure insurance exemption is approved by Risk Management.
• Update the purchase order procedure and brief the team accordingly so that all team members are aware of the limits, approvals, and purchase flow.
• Ensure that proper purchasing procedures are in place, with purchase orders placed only by the Purchasing department after due authorization by the Management.
• Ensure that competitive and negotiated quotes are obtained as per policy.
• Review all purchase requests and purchase orders received from the relevant departments and the ones processed by your subordinates.
• Conduct market price surveys in coordination with the Finance Manager, F&B Manager & Head Chef regularly.
• Ensure that price comparisons amongst other hotels are done regularly and all efforts are exhausted in obtaining the best possible quotations.
• Maintain good relations with all hotel departments and suppliers.
• Ensure that all unmatched/open Purchase Orders are investigated, proper actions proposed and taken regularly, and reviewed every month with reasoning.
• Have strong knowledge of Microsoft Word, Excel, and hotel inventory/purchasing software.
• Ensure familiarity with and adherence to all local or global purchasing agreements and that the agreements are in accordance with Fraser’s approval authority.
• Timely review of rolling contracts, noting that changes to the update can be carried out at most three times.
• Open tender for purchase or contract that is more than RM100,000.
• Undertake analysis of proposals when required and provide recommendations to the Finance Manager and General Manager.
• Ensuring suppliers and vendors shortlisted are reliable and are offering the most competitive pricing.
• Ensure that all month-end procedures are strictly followed, and deadlines are met.
• Assist the F&B Manager & Head Chef in ensuring that food costs and beverage costs are kept to a minimum as per budget and in line with F&B revenue.
• Maintain an adequate and up-to-date filing system which includes file management, contracts, bidding documents, purchase orders, etc.
• Liaise with related government departments on Inspections, Wine & Tobacco licenses, Customs, Halal Certifications, etc.
• Prepare purchase orders outstanding list for month-end purposes.
• Ensure all documentation (purchase orders, invoices, delivery dockets, etc.) is forwarded to Accounts Payable on a timely basis. Conduct regular vendor visits for high-risk suppliers.
• Minimize the risk of accidents and workers' compensation costs by ensuring that correct work practices are used and that the area is safe from hazards.
• Handle all requests and inquiries in a timely, efficient, and friendly manner.
• Perform any additional tasks assigned to ensure that the department functions smoothly. Strictly follow the code of conduct.
  

• Strong negotiation skills
• 8 - 10 years' of purchasing experience
• Strong written and verbal communication skills