Assistant Manager, Procurement

Job Description:

• To manage and support tendering and contract management activities for retail mall operations and asset portfolios, ensuring transparent procurement processes, eAective contract administration, cost optimisation, and compliance with company policies.

Key Responsibilities:

Tender Management (Primary Scope):

• Manage end-to-end tender processes for OPEX and CAPEX related to mall operations and asset management.
• Prepare and coordinate tender documents, scopes of work, evaluation criteria, and commercial terms.
• Conduct RFQ/RFP/tender calls, including pre-qualification, site briefings, clarification meetings, and tender closing.
• Coordinate technical and commercial evaluations with internal stakeholders (Engineering, Mall Management, Finance, etc.).
• Prepare tender evaluation reports, recommendations, and approval papers for management and governance committees.
• Ensure tender processes comply with procurement policies, governance standards, and audit requirements.

Contract Management (Primary Scope):

• Manage and administer term contracts and project-based contracts for facilities, M&E services, security, cleaning, landscaping, marketing events, fit out works, and asset enhancement projects.
• Monitor contractor and vendor performance against SLAs, KPIs, and contractual obligations.
• Handle contract renewals, variations, extensions, and termination in accordance with contract terms.
• Work closely with Legal (if applicable) to ensure contract compliance and risk mitigation.
• Support dispute resolution and performance issues with service providers.

Procurement Operations & Stakeholder Management:

• Support sourcing and purchasing activities aligned with approved vendors and contracts.
• Collaborate with Mall Operations, Asset Management, Engineering, Marketing, Leasing, and Finance teams to meet operational requirements.
• Manage procurement planning, budgeting support, and spend visibility for malls and managed assets.
• Identify cost optimisation and value-engineering opportunities while maintaining service quality and tenant/customer experience.
• Maintain proper documentation, contract registers, vendor databases, and procurement records.
• Support internal and external audits and governance reviews.

Qualifications & Requirements:

• Bachelor's Degree in Procurement, Supply Chain Management, Business Administration, Finance, Facilities Management, Engineering, or a related discipline, with strong exposure to commercial property or asset operations.
• Professional procurement certification such as CIPS, CPSM, or equivalent is an advantage
• Minimum 5 to 8 years of relevant procurement experience, with at least 3 to 5 years in retail malls, asset management, property management, or facilities management environments.
• Proven hands-on experience in end-to-end tender management, including RFQ/RFP processes, preparation of tender documents, coordination of site briefings and clarification meetings, tender evaluation, and preparation of recommendation and approval papers.
• Strong background in service-based procurement and contract administration, particularly for facilities management, M&E services, security, cleaning, landscaping, fit-out works, marketing events, and asset enhancement projects.
• Good understanding of OPEX and CAPEX procurement within commercial properties, including long-term term contracts and project-based contracts.
• Solid knowledge of procurement governance, compliance, audit requirements, and risk management, with the ability to ensure transparency and adherence to internal policies and approval frameworks.
• Proficient in ERP systems such as SAP, Oracle, or Microsoft Dynamics, with strong capability in Microsoft Excel for cost analysis, tender comparison, contract tracking, and reporting.

Skills & Competencies:

• Strong negotiation and commercial acumen.
• Excellent communication and stakeholder management skills.
• Ability to manage multiple properties and priorities in a dynamic environment.
• Analytical and problem-solving skills.
• High level of integrity and attention to detail.
• Capable of working independently and as part of a team.

Language:

• Good command of English, both written and spoken Knowledge of Bahasa Malaysia or other languages will be an advantage.