Purchasing Executive - (Pre-Opening) Waldorf Astoria Kuala Lumpur

Able to be resourceful, creative and maintain flexibility. The core responsibilities of the Purchasing Executive are to assist the Purchasing Manager in ensuring 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 and aligned with Hilton Standards, operational needs and purchasing best practices. Operational Excellence . As the Purchasing Executive, you will be responsible for performing the following tasks to the highest standards. Be familiar and adhere with Hilton’s Standards, policies and procedures. Assist the Purchasing Manager in any other way deemed necessary for the efficient overall operation of the Purchasing department. Ensure procurement of products and services at the lowest total cost, aligned with Hilton Standards and best practices. 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 quotes are obtained as per policy. Maintain good relations with all hotel departments and suppliers. Have strong knowledge of Microsoft Word, Excel and the purchasing software. Ensure familiarity with and adhere to all local or global purchasing agreements and that the agreements are in accordance with Hilton's approval authority. Obtain Hilton Sourcing Centre’s approval prior to initiating tenders for potential purchase of goods / services in excess of $100,000. Strictly follow month-end procedures and meet all financial deadlines. Collaborate with the Executive Chef to manage food costs and ensure the quality of perishables meets brand standards. Maintain an up-to-date filing system for quotation, purchase order, contracts, bidding documents, supplier certifications and etc. 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. Investigate if there is any unmatched or open POs and coordinate with Accounts Payable for timely invoice processing. 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. To be fully conversant with the hotel Manual Contingency Plan in case of computer system failure and ensure that all manual procedures are followed and adhered to. Handle all requests and inquiries in a timely and efficient manner. Maintain an adequate and up to date record and filing system. Follow up on any discrepancies, incomplete work or missing information with the relevant team members / departments / suppliers. Support during internal and external audits. Assists the Finance Leader in any other way deemed necessary for the efficient overall operation of the Purchasing Department. Support the Finance Leader to develop best-in-class hotel Purchasing teams, including participation in all relevant Finance and Purchasing development programs. Carry out any additional duties and responsibilities as assigned to ensure that the department functions smoothly. HALAL (Sourcing Certified Goods) - Ensure all food, beverage, and relevant non-food items are sourced from suppliers with valid Halal certifications recognized by the local authority (e.g., JAKIM, JAIS, or relevant regional bodies). Hygiene (Quality Inspections) - Work closely with the Receiving department to monitor the physical condition, temperature, and cleanliness of goods upon delivery, rejecting any that do not meet hygiene specifications. Market Intelligence: Monitor market trends and price fluctuations of key commodities (especially food and energy-related goods) to proactively advise the Purchasing Manager on bulk buying or contract timing. Supplier Performance Management: Conduct periodic performance reviews of key suppliers to ensure consistency in quality, delivery timelines, and adherence to food safety standards. Inventory Optimization: Work closely with the Storekeeper to monitor slow-moving stock and expiry dates to minimize wastage and optimize cash flow. A Purchasing Executive serving Hilton Brands is always working on behalf of our Guests and working with other Team Members. University degree and above. At least 2 years of relevant Purchasing experience. Proficient in Microsoft Windows, Word, Excel, etc. Possess system skills in BirchStreet System. Knowledgeable of supplies for Food and Non-Food. Positive attitude and good communication skills. Committed to delivering a high level of customer service. Attention to details, organized and good interpersonal skills. Good command of both written and spoken English to meet business needs. Must possess the ability to analyse large amounts of data / information efficiently and accurately. Ability to work well under pressure and effectively handle multiple concurrent demands and appropriately prioritize responsibilities. Negotiation Skills - Proven negotiation skills with a track record of achieving cost savings without sacrificing service levels. Technical Proficiency - (If applicable) Familiarity with BirchStreet or other major e-Procurement platforms. Analytical Depth - Ability to perform 'Make vs. Buy' analyses to assist Management in cost-saving decisions. Integrity - Strong ethical compass and understanding of fiduciary responsibilities in a procurement role.