Procurement Supervisor ARYADUTA Head Office

The Procurement Supervisor is responsible for supporting and overseeing the hotel’s procurement activities, ensuring that all goods and services are purchased at the best possible value while meeting quality, brand, and operational standards. This role supervises daily purchasing operations, monitors supplier performance, and ensures compliance with corporate policies, ethical practices, and local regulations.

MAIN RESPONSIBILITIES

Daily Procurement Operations:Oversee the day-to-day purchasing operations, including processing purchase orders, monitoring stock levels, and ensuring timely deliveries.Review and approve purchase requisitions, ensuring compliance with company policies and budget constraints.Coordinate with internal departments to ensure that purchasing requirements are accurately understood and fulfilled.

Vendor Management & Negotiation:Establish and maintain strong relationships with key suppliers and vendors, fostering good communication and collaboration.Negotiate pricing, terms, and conditions with suppliers to secure favourable agreements and improve cost savings.Evaluate supplier performance based on quality, reliability, and timeliness, and address any issues that arise.

Inventory & Stock Management:Monitor inventory levels to ensure optimal stock availability and prevent overstock or stockouts.Coordinate with the warehouse or storage team to manage inventory turnover and minimize holding costs.Assist in conducting regular stock audits and maintaining inventory records to ensure accuracy.

Cost Control & Budgeting:Work closely with the finance team to manage and monitor the purchasing budget, ensuring expenditures stay within limits.Analyse spending trends and report cost-saving opportunities, supporting cost control initiatives.Review and recommend adjustments to procurement strategies to optimize overall spending.

Compliance & Internal Controls:Ensure all procurement activities comply with internal controls, policies, and industry regulations.Maintain accurate and organized purchasing records, contracts, and documentation for auditing purposes.Assist with updating and implementing procurement policies, processes, and best practices.

Supplier Evaluation & Selection:Assess potential suppliers and recommend suitable vendors based on quality, price, and delivery capabilities.Conduct supplier evaluations and performance reviews to ensure continued quality and value from the supply chain.Source new suppliers as needed to meet changing requirements or address supply chain disruptions.

Team Supervision & Development:Supervise and support the purchasing team, providing guidance on procurement procedures and policies.Delegate tasks effectively, monitor workload, and conduct performance evaluations for team members.Foster a collaborative work environment, promoting professional development and growth within the team.

Process Improvement & System Optimization:Identify opportunities for streamlining procurement processes to improve efficiency and reduce processing time.Work with the IT team to enhance the procurement software or systems used to automate and improve purchasing operations.Stay updated on market trends, products, and industry advancements to maintain best practices in procurement.

Reporting & Documentation:Prepare periodic procurement reports, including spending analysis, supplier performance, and cost-saving initiatives.Maintain and update purchasing documentation, including contracts, agreements, and supplier information.Provide insights and recommendations to senior management on procurement strategies and vendor performance.

Others:Achieve the monthly and annual Key Performance Indicators (KPIs) assigned, which will be outlined separately. KPIs may include, but are not limited to, targets related to productivity, quality, efficiency, compliance, and contributions to team or departmental objectives.Accept temporary or permanent transfers to another section, department, or Aryaduta property, as required by business needs and performance considerations.Perform other duties and responsibilities as assigned by the superior, which are relevant to the role and support departmental or organizational objectives.

DNA:

Bachelor’s degree or diploma in Supply Chain Management, Business Administration, Finance, or related field.Minimum 2–4 years of purchasing or procurement experience, with at least 1–2 years in a supervisory role within a 4- or 5-star international hotel or resort.Strong knowledge of purchasing procedures, supplier evaluation, and negotiation techniques.Ability to analyse purchasing data, manage costs, and ensure value-driven procurement.Experience with hotel purchasing and inventory systems (e.g., BirchStreet, Materials Control, Adaco, or similar) and solid MS Excel/reporting skills.