We are looking for an experienced Procurement Manager – Pre-Opening & OS&E to join the Rixos & All Inclusive Collection Corporate Office and support the procurement requirements of new hotel openings and strategic projects across the portfolio.
The role will be responsible for managing the end-to-end procurement process for pre-opening hotels, with a primary focus on Operating Supplies & Equipment (OS&E) and operational requirements.
Working closely with Project Teams, Hotel Operations, Finance, Engineering, consultants, designers, and suppliers, the Procurement Manager will ensure that all required items are sourced, purchased, produced, delivered, installed where applicable, and handed over in line with approved budgets, Rixos brand standards, operational requirements, and hotel opening timelines.
2. Key Responsibilities:
- Manage the complete procurement lifecycle for assigned hotel pre-opening projects, with particular focus on OS&E and operational supplies.
- Coordinate with hotel operations and project teams to establish detailed procurement requirements, quantities, specifications, and delivery schedules.
- Prepare and maintain comprehensive pre-opening procurement budgets, purchasing plans, and procurement trackers.
- Review OS&E specifications and ensure requirements are aligned with Rixos & AIC brand standards and operational needs.
- Identify, evaluate, and develop a reliable network of local and international suppliers.
- Manage RFQ, RFP, and tendering processes, ensuring competitive sourcing and appropriate supplier participation.
- Obtain, review, and analyse supplier quotations, preparing detailed commercial and technical comparison reports.
- Lead commercial negotiations relating to pricing, payment terms, warranties, lead times, logistics, and other contractual conditions.
- Recommend suppliers based on quality, commercial value, operational suitability, delivery capability, and compliance with project requirements.
- Coordinate the preparation, approval, and issuance of Purchase Orders / LPOs in accordance with company procurement and Finance procedures.
- Closely monitor supplier production schedules and proactively follow up on manufacturing progress, quality control, and agreed delivery dates.
- Coordinate logistics, shipment schedules, customs requirements, warehousing, and delivery arrangements together with relevant internal and external stakeholders.
- Monitor procurement lead times against the hotel critical opening path and proactively escalate potential delays or supply risks.
- Conduct supplier and factory visits where required to verify production progress, product quality, and specification compliance.
- Coordinate sample approvals, mock-ups, and product evaluations with the relevant operational departments.
- Ensure all purchased products meet agreed technical specifications, operational requirements, brand standards, and applicable quality and safety requirements.
- Maintain accurate procurement records including quotations, comparison sheets, approvals, purchase orders, contracts, delivery documentation, and supplier correspondence.
- Monitor committed and actual procurement expenditure against approved budgets and provide regular cost and procurement status reporting.
- Identify opportunities for cost optimisation and value engineering without compromising operational requirements or guest experience.
- Work closely with Finance to ensure appropriate documentation, payment processing, supplier reconciliation, and budget control.
- Coordinate with hotel teams during receiving, inspection, inventory verification, and departmental distribution of OS&E.
- Manage snagging, shortages, damaged items, replacement requirements, and outstanding supplier obligations prior to hotel opening.
- Coordinate the final procurement handover to the hotel, ensuring all relevant documentation, warranties, supplier contacts, inventories, and outstanding matters are properly transferred.
- Support multiple pre-opening projects simultaneously and provide regular progress updates, risk assessments, and action plans to Corporate leadership.
- Contribute to the development and continuous improvement of Rixos & AIC procurement standards, preferred supplier networks, specifications, and pre-opening procurement processes.