Job Summary

The Senior Purchasing Executive / Purchasing Executive is responsible for managing the company's day-to-day purchasing and procurement activities, with a focus on sourcing food ingredients, beverages, packaging materials, kitchen supplies, equipment, and other operational requirements.

The role involves sourcing and evaluating suppliers, obtaining and comparing quotations, negotiating pricing and commercial terms, monitoring supplier performance, and ensuring timely delivery of quality products at competitive prices.

The incumbent will work closely with Operations, Culinary, Central Kitchen, Finance, HR and other departments to understand business requirements and ensure that procurement activities are aligned with operational needs, company standards and cost-control objectives.

The successful candidate should be resourceful, analytical and meticulous, with strong negotiation and supplier management skills and the ability to work effectively in a fast-paced F&B environment.

Key Responsibilities

1.Purchasing & Procurement

Manage day-to-day purchasing activities for food ingredients, beverages, packaging materials, kitchen supplies, equipment, services and other operational requirements.
Source and evaluate new suppliers based on price, quality, reliability, lead time, service level and product suitability.
Obtain, compare and analyze quotations to ensure competitive pricing and value for money.
Prepare purchase orders and ensure purchases are properly authorized in accordance with company policies and approval procedures.
Monitor stock requirements and coordinate with relevant departments to ensure timely replenishment and minimize stock shortages or excess inventory.
Follow up closely with suppliers on order confirmations, delivery schedules, product availability and discrepancies.
Coordinate with suppliers and internal stakeholders to resolve issues relating to pricing, quality, quantity, delivery and product specifications.

2.Strategic Sourcing & Cost Management

Develop and implement sourcing strategies for assigned purchasing categories.
Conduct regular market research and supplier benchmarking to identify competitive pricing and alternative sources.
Negotiate pricing, payment terms, delivery arrangements, minimum order quantities and other commercial terms with suppliers.
Identify cost-saving and cost-avoidance opportunities without compromising product quality or operational requirements.
Review purchasing trends and spending patterns to identify opportunities for cost optimization.
Support standardization of products and specifications across outlets and operations where appropriate.
Assist in annual supplier price reviews and negotiations.

3.Supplier Management

Identify, assess and onboard new suppliers in accordance with company requirements.
Maintain positive and professional relationships with existing suppliers.
Monitor supplier performance in areas such as quality, pricing, delivery, responsiveness and service standards.
Conduct periodic supplier reviews and follow up on corrective actions where required.
Maintain an updated supplier database, including supplier contacts, pricing, product information and relevant documentation.
Evaluate alternative suppliers and products to reduce supply risks and improve cost competitiveness.
Escalate recurring supplier performance issues to management and recommend appropriate corrective actions.

4.F&B Product & Food Safety Compliance

Ensure purchased food products and ingredients meet the company's required specifications and quality standards.
Verify that relevant supplier documentation and certifications are available and kept up to date, where applicable.
Work with Operations, Culinary and relevant departments on product specifications, approved brands and alternative products.
Support the sourcing and evaluation of new food products, ingredients and packaging for new menu items, promotions and seasonal campaigns.
Coordinate product samples and product evaluations with relevant stakeholders.
Monitor supplier compliance with applicable food safety, quality and regulatory requirements.
Work with suppliers to address food quality issues, product complaints, recalls or non-conformities when required.

5.Stakeholder Collaboration

Work closely with Operations, Culinary, Central Kitchen, Finance, HR and Management to understand purchasing requirements and operational needs.
Support procurement requirements for new outlet openings, renovations, business expansion and operational projects.
Coordinate with Finance on supplier invoices, pricing discrepancies, credit notes and payment-related matters.
Support Operations and Culinary teams in sourcing suitable products and alternatives based on business requirements.
Provide timely updates to stakeholders regarding supplier availability, price changes, supply disruptions and other procurement matters.

6.Procurement Documentation & Reporting

Maintain accurate purchasing records, supplier information, quotations, purchase orders, contracts and other procurement documentation.
Prepare regular purchasing and procurement reports, including pricing comparisons, purchasing analysis and cost-saving initiatives.
Maintain proper records of approved suppliers, product specifications and negotiated prices.
Monitor contract expiry dates, price validity periods and supplier agreements to ensure timely renewal or renegotiation.
Ensure all purchasing transactions are properly documented and traceable.
Assist with internal and external audits by providing relevant procurement records and supporting documents.

7.Procurement Process Improvement

Review existing purchasing processes and recommend improvements to enhance efficiency, cost control and service levels.
Support the implementation and improvement of procurement systems, processes and controls.
Promote procurement best practices and compliance with company purchasing procedures.
Identify opportunities to improve ordering processes, supplier consolidation, product standardisation and purchasing efficiency.
Support management in procurement-related projects and other ad-hoc assignments as required.

Job Requirements

Diploma or equivalent qualification in Purchasing, Procurement, Supply Chain Management, Business Administration or a related discipline is preferred.
Minimum 2-3 years of relevant experience in purchasing, procurement, sourcing, supply chain or supplier/vendor management.
Candidates with purchasing experience in the F&B, restaurant, central kitchen, food manufacturing, hospitality or food distribution industry will have an added advantage.
Good understanding of purchasing processes, supplier management and cost-control principles.
Familiarity with food ingredients, packaging materials, kitchen supplies and F&B-related products is an advantage.
Good understanding of food safety, product quality requirements and relevant supplier documentation.
Strong negotiation, analytical and problem-solving skills.
Able to evaluate quotations, compare pricing and commercial terms, and identify cost-saving opportunities.
Good communication, interpersonal and coordination skills, with the ability to work effectively with suppliers and internal departments.
Resourceful, proactive, meticulous and detail-oriented.
Strong follow-up and organisational skills.
Able to work independently as well as collaboratively within a team.
Proficient in Microsoft Excel, Microsoft Office and/or procurement or ERP systems.
Able to manage multiple priorities and work effectively in a fast-paced F&B environment.
Willing to handle operational and administrative purchasing duties when required.
Able to work a 5.5-day work week.

Senior / Procurement Executive