Project Manager

Job Purpose:

The Project Manager is responsible for managing hospitality procurement consultancy projects from project initiation through completion, ensuring that procurement activities, project deliverables, timelines, budgets and client expectations are effectively controlled.

The role requires strong project management, procurement and stakeholder-management skills, with a good understanding of hotel FF&E, OS&E, F&B, guestroom and operational requirements.

Key Responsibilities:

1. Project Management

• Lead and manage assigned hospitality procurement projects from kick-off through completion.
• Develop and maintain project programmes, procurement schedules, action trackers and key milestones.
• Coordinate project activities across procurement, design, client, operator, suppliers and logistics teams.
• Monitor project progress against agreed scope, programme and budget.
• Identify project risks, issues and potential delays and implement appropriate mitigation actions.
• Escalate critical issues to senior management in a timely manner.
• Conduct regular internal and client project meetings and issue clear meeting minutes and action lists.
• Ensure all project documentation is properly maintained and updated.

2. Procurement Management

• Manage procurement activities for FF&E, OS&E and other hospitality-related packages.
• Review project requirements, specifications, BOQs and procurement documentation.
• Coordinate RFQs/RFPs and ensure suppliers receive complete and accurate tender information.
• Manage supplier enquiries, quotations, clarifications and commercial negotiations.
• Review supplier quotations and prepare commercial comparison and recommendation reports.
• Support supplier selection and appointment in accordance with client requirements and procurement strategy.
• Monitor purchase orders, production, quality control, inspection, packing and delivery schedules.
• Ensure procurement decisions are aligned with approved budgets, specifications and project timelines.

3. Client & Stakeholder Management

• Act as the primary day-to-day project contact for assigned clients.
• Establish strong working relationships with hotel owners, developers, operators, designers, consultants and contractors.
• Understand client priorities and proactively communicate project status and potential issues.
• Provide professional procurement advice and recommendations to clients.
• Manage expectations regarding cost, quality, lead time, availability and project constraints.
• Attend client, consultant and supplier meetings as required.

4. Supplier & Factory Management

• Develop and maintain effective relationships with suppliers and manufacturers.
• Coordinate supplier quotations, samples, mock-ups, product presentations and approvals.
• Monitor supplier production schedules and delivery commitments.
• Coordinate factory inspections, quality inspections and pre-shipment inspections where required.
• Follow up on supplier corrective actions and outstanding issues.
• Support resolution of quality, commercial and delivery issues.

5. Budget & Commercial Control

• Monitor project procurement budgets and committed costs.
• Maintain procurement cost reports and budget trackers.
• Identify cost-saving and value-engineering opportunities.
• Review supplier commercial proposals and negotiate where appropriate.
• Track variations, substitutions and additional costs.
• Ensure all commercial changes are properly documented and approved.

6. Project Coordination & Reporting

• Prepare regular project status reports for clients and senior management.
• Maintain procurement trackers covering RFQ, quotation, approval, PO, production and delivery status.
• Prepare procurement schedules and critical-path reports.
• Maintain risk, issue and decision logs.
• Ensure project records, approvals and correspondence are properly documented.
• Provide accurate and timely management information.

7. Team Management & Collaboration

• Coordinate and allocate activities to Project Coordinators, Procurement Coordinators and supporting teams.
• Review the quality and timeliness of team deliverables.
• Provide guidance, coaching and support to junior team members.
• Coordinate with regional and overseas Link offices to utilise procurement and sourcing resources effectively.
• Promote consistent project management and procurement processes across the team.

Qualifications:

• Bachelor's degree in Business, Procurement, Supply Chain, Hospitality, Project Management, Engineering, Interior Design or a related discipline.
• Minimum 5–7 years of relevant experience, preferably in hospitality procurement, hotel development, construction, interior design, FF&E/OS&E procurement or project management.
• Experience managing multiple projects and stakeholders simultaneously.
• Strong understanding of hospitality FF&E and/or OS&E procurement processes.
• Experience working with international suppliers and manufacturers is preferred.
• Experience with hotel owners, operators, designers or consultants is an advantage.
• Good commercial and negotiation skills.
• Strong English communication skills, both written and verbal.
• Strong Microsoft Office skills, particularly Excel, PowerPoint and Word.
• Experience with procurement/project management systems is an advantage.