Cluster Purchasing Manager - Tru by Hilton Hanoi Station

Job description

Position Purpose

As the Cluster Purchasing Manager, you will ensure the efficient operation of the Purchasing Department, procuring necessary items at competitive prices without compromising quality. You will work closely with the hotel team and manage daily purchasing operations, including vendor negotiations, contract management, online catalogue maintenance, and inventory control, collaborating with department heads to meet their needs.

You will be the primary contact for suppliers, ensuring procurement activities align with corporate policies and brand standards. By fostering a collaborative environment, you will lead by example and promote continuous improvement, essential for maintaining the hotels’ reputation and achieving long-term success.

 

Duties & Key Responsibilities

Policy and Procedure Compliance:

·  Be familiar with and adhere to Hilton purchasing policies and procedures.
·  Update and brief the team on purchase order procedures, ensuring awareness of limits, approvals, and purchase flow.
·  Ensure proper purchasing procedures are in place, with purchase orders placed only by the Purchasing Department after due authorization by Management.

Supplier Management:

·  Follow up on supplier insurance coverage and compliance with global Hilton policy requirements.
·  Conduct regular vendor visitations for high-risk suppliers.
·  Maintain good relations with all hotel departments and suppliers.

Market Analysis and Cost Control:

·  Conduct market price surveys in coordination with Finance and Operations
·  Ensure price comparisons amongst other hotels are done regularly to obtain the best possible quotations.
·  Assist the Cluster Guest Operations Manager in ensuring that food cost is kept to a minimum.

Documentation and Reporting:

·  Maintain an adequate and up-to-date filing system, including file management, contracts, bidding documents, and purchase orders.
·  Prepare a 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.
·  Assist in the preparation of month-end reports and other ad hoc reports as required.

Online Catalogue Management

·  Maintain and update the online purchasing catalogue to ensure all product listings are accurate and current.
·  Ensure that all product descriptions and specifications are up to date.
·  Regularly review and adjust pricing to reflect supplier agreements, and company policies.

Compliance and Risk Management:

·  Ensure familiarity with and adherence to all local or global purchasing agreements.
·  Obtain Hilton Sourcing Centre’s approval prior to initiating tenders for potential purchases exceeding $100,000.

Requirements

·  Previous experience in a similar role within the hospitality industry is preferred.
·  Proven track record of managing purchasing operations and ensuring compliance with policies and procedures.
·  Excellent communication and interpersonal skills, with the ability to collaborate effectively across various departments.
·  Proficiency in English and Vietnamese; additional languages are advantageous.

Qualifications

A degree graduate with experience in Purchasing and in the hospitality industry.