Assistant Purchasing Manager

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

• Oversee and coordinate all hotel procurement activities, including sourcing, supplier evaluation, negotiation and purchasing of goods and services.

• Develop and maintain effective relationships with suppliers to ensure competitive pricing, consistent quality and timely delivery.

• Review and verify purchase requisitions, quotations and purchase orders to ensure compliance with approved budgets, purchasing procedures and authorisation requirements.

• Manage and administer the Purchase Plus procurement system, ensuring accurate purchasing records, appropriate access and effective utilisation by relevant departments.

• Collaborate with Department Heads to identify procurement requirements, forecast purchasing needs and ensure uninterrupted hotel operations.

• Monitor purchasing costs, supplier pricing and expenditure trends while identifying opportunities for cost savings and operational improvements.

• Coordinate with the Receiving, Stores and Finance teams to ensure accurate documentation, timely delivery and resolution of discrepancies.

• Ensure respective departments are notified upon delivery and that authorised representatives verify and acknowledge receipt of goods.

• Oversee supplier performance, contract renewals and purchasing agreements to ensure compliance with hotel requirements.

• Maintain accurate procurement documentation, purchasing reports and supplier records for financial reporting and audit purposes.

• Ensure all procurement activities comply with IHG policies, hotel financial procedures, ethical purchasing practices and applicable regulations.

• Support the Director of Finance & Business Support in budget preparation, procurement planning and cost-control initiatives.

• Provide guidance and supervision to procurement personnel, where applicable, to maintain efficiency and accountability.

• Identify opportunities to improve procurement procedures, internal controls and departmental coordination.

• 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.