Key Responsibilities:

• RFQ/Tender Support: Handle sourcing requests, including the preparation and evaluation of RFQs/tenders. Ensure all activities comply with established procurement guidelines and standards

• Vendor Management: Develop and maintain strong relationships with suppliers. Negotiating favorable terms and monitor vendor performance to ensure quality and reliability.

• Purchase Order Processing: Create and process purchase orders accurately and timely, ensuring compliance with procurement policies and procedures.

• Contract Management: Support contract drafting and administration. Collaborate with vendors to ensure all contract teams and aligned with RC Hotels’ interests.

• System Management: Leverage E-procurement systems (Futurelog) to manage purchase orders, invoices, and other procurement data efficiently.

• Data Analysis: Analyze procurement data to identify cost-saving opportunities and improve efficiency.

• Administrative Tasks: Maintain organized records, manage filing systems, and generate reports to support procurement operations

• Audit & Complinace: Ensure adherence to all Procurement SOPs. Support & compliance with internal process, hygiene, Halal, and sustainability annual audits. Ensure all necessary certifications are in place.

JOB REQUIREMENTS

1. JOB CATEGORY/ GRADE
Executive

2. SKILL FACTORS

• Education
  – Minimum Diploma or equivalent qualification required
• Experience
  – Relevant experience in the hotel/F&B industry is preferred.
• Language Skills
  – Provision in English (Spoken and Written)
  – Ability to communicate in Chinese is an added advantage
• F. Skills, Knowledge & Ability
  – Strong knowledge in both food, beverage & Non-food categories and vendors.
  – Strong understanding of negotiation techniques and procurement policies.
  – Proficient in Microsoft Office Suite (Words, Excel & PowerPoint) and experience with procurement software or ERP systems.
  – Ability to multitask and prioritize tasks in a fast-paced environment.
  – Positive attitude, high integrity, and a proactive mindset.
  – Strong Communication skills with all levels of colleagues and vendors with confidence to achieve the best deal for RC hotels.
  – Good presentation and data analytical skills

1. Processing of Market List Request – EPB System/New System
Daily:
– To follow up with requestors if requisitions are not received by 2.30 pm
– To process the POs and forward to the vendors via Email
– To verify and confirm the receipt of POs with the respective vendors

2. Receiving – Data Entry (Market List POs) – EPB System/New System
Daily:
– To verify the goods receiving entries in EPB system (completed by operations & chefs)
– To verify the numbers and SKUs in the physcial invoices vs system
– To submit all invoices to AP upon completion

3. POS Key Creation – EPB System
– To validate and verify the details upon receipt of POS creation form
– To create the POS key upon validation and verification
– To active the POS key upon approval by Cost Controller

4. Others
Daily:
– To follow up with vendors on the following:
– outstanding orders not delivered
– delivery shortfalls in ordered items and quantity
– ETA delivery date and alternatives if items requested are not available
– price discrepancies in PO versus supplier’s invoices
– item descriptions varies in PO versus supplier’s invoices
– incorrect Billing company and address in supplier’s invoices
– to request for amended invoices if required
Adhoc:
– To assist in sourcing for new items and RFQ when required
– Other Adhoc and Administration Duties
* Travel to outlets located at Dempsey, Botanic Garden and Orchard (If required)