Cluster Procurement Administrator – CPO

The core responsibilities of the Purchasing Supervisor are to assist the Purchasing Manager 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. As a Cluster Procurement Administrator, you will support the administration and day‑to‑day operations of the Central Procurement Office (CPO) for Hilton hotels within the Malaysia cluster. The role focuses on supplier system setup, compliance documentation, BirchStreet catalogue and data maintenance, supplier performance tracking, and rebate monitoring, ensuring alignment with Hilton Supply Management (HSM) policies, systems, and standards. Specifically, you will be responsible for performing the following tasks to the highest standards. Core Competencies. Specifically, you will be responsible for performing the following tasks to Hilton standards. Create, upload, and maintain supplier catalogues in BirchStreet. Raise and manage BirchStreet Service Requests for new supplier setup, catalogue updates, and system changes. Perform regular BirchStreet product database clean‑ups to ensure accuracy, relevance, and compliance with CPO standards. Support hotels with basic BirchStreet catalogue or data queries when required. Create, update and manage programme Bulletins, which are housed on the APAC HSM Intranet. Key in savings forms into SmartSpend. Update Spend Management Tracker. Update Wave Plan. Supplier Documentation & Compliance. Ensure all CPO‑appointed supplier documentation is received, complete, and properly stored on SharePoint, including. o SSM registration documents. Track document expiry dates and proactively follow up with suppliers for renewals or missing documentation. Follow up with suppliers on CDAT submissions to ensure compliance with Hilton requirements. Track compliance and identify hotels that are not following established purchasing and supply programmes and/or specifications. Supplier Performance & Rebates. Maintain and update the supplier performance tracker for the cluster. Monitor supplier rebate calculations, accruals, and payout tracking in line with agreed commercial terms. Support the Cluster Procurement Director with variance checks and basic reporting relating to supplier performance and rebates. Administration, Reporting & Support. Maintain accurate procurement records, databases, and audit‑ready documentation in line with Hilton policies. Support internal and external audits by ensuring supplier data and documents are complete and accessible. Liaise professionally with suppliers and hotel stakeholders to resolve administrative or system‑related issues. Execute tasks and requests as directed by the Cluster Procurement Director. Adopt and execute Hilton Supply Management (HSM) strategies, procedures, and system requirements. Collaborate with HSM Strategy, Planning and Insights team (SPI) and Procurement Applications teams to ensure all procurement tools (such as BirchStreet, SmartSpend, CDAT and others) are implemented and maintained where possible to their full productivity. Be motivated and committed, approaching all tasks with enthusiasm and seizing opportunities to learn new skills or knowledge to improve your personal performance. Be flexible, responding quickly and positively to changing requirements including the performance of any tasks requested of you. Maintain high team focus by showing co-operation and support to colleagues in the pursuit of team goals. Contribute ideas and suggestions to enhance operational/environmental procedures in hotels. Maintain a high level of integrity, confidentiality, and professionalism. Demonstrate a strong customer‑service focus, responding proactively and timely to hotel and stakeholder needs. Communicate clearly and collaborate effectively with cluster hotels, suppliers, and HSM colleagues. Be flexible and responsive to changing operational requirements. Perform all duties with due regard to health, safety, and Hilton’s Code of Conduct. Carry out any other reasonable duties assigned by the Cluster Procurement Director as required. A Cluster Procurement Administrator – CPO serving Hilton Brands is always working on behalf of our Guests and working with other Team Members. College graduate. At least 2 years of working experience as Purchasing Officer. Proficient in Microsoft Office applications. Able to lead, provide guidance and develop team members. Knowledgeable of supplies. Mature and reliable person. Good command of both written and spoken English to meet business needs. Prior experience in related work preferred. Able to be resourceful, creative and maintain flexibility. Flexible in relation to work hours.