The Procurement & Admin, Assistant Manager is responsible for overseeing the Company's procurement and administrative operations, ensuring timely and cost-effective sourcing, reliable supplier performance, proper inventory coordination and smooth day-to-day administrative support.

The role works closely with Business Development, Production, R&D, Operations, Warehouse, Accounts, HR/Admin and other departments to ensure procurement activities support the Company's operational requirements, business needs and compliance standards.

Responsibilities:

1.Procurement Management

Oversee end-to-end procurement processes including sourcing, negotiation, purchasing, and supplier evaluation
Develop and implement procurement strategies to achieve cost savings and supply reliability
Source and evaluate suppliers based on pricing, quality, delivery performance, and compliance standards
Negotiate contracts, pricing, and terms with vendors to secure best value for the company
Monitor inventory levels and coordinate with Operations, Production, and Warehouse teams to ensure optimal stock levels
Ensure timely procurement of raw materials, packaging, and operational supplies
Maintain Approved Vendor List (AVL) with Food Safety and conduct periodic supplier performance reviews

2. Cost Control & Budgeting Management

Identify opportunities for cost savings, process efficiency and procurement optimisation.
Monitor purchasing costs and support departmental budget planning and expenditure control.
Analyse supplier quotations, pricing trends and purchasing data to support cost-effective decision-making.
Recommend alternative sourcing strategies where appropriate while maintaining required quality and supply standards.

3.Administrative Operations

Oversee daily office, facilities and administrative operations.
Manage office supplies, service contracts and Company assets.
Maintain proper documentation and records.
Supervise the Admin & Procurement team and ensure smooth workflow.
Drive administrative efficiency and process improvements.

4. Vendor& Contract Management

Manage relationships with key vendors, service providers, and contractors
Ensure all contracts are properly documented, reviewed, and renewed on time
Monitor vendor performance and resolve issues related to quality, delivery, or service
Ensure compliance with company policies and regulatory requirements

5. Process Improvement & Compliance

Develop and implement SOPs for procurement and administrative processes
Ensure compliance with internal controls, audit requirements, and company policies
Support ISO/FSSC documentation and audit requirements related to procurement and vendor management
Identify and implement process improvements to enhance efficiency and reduce risks

6.Cross-Department Coordination

Work closely with inter-departments of:

Business Development: Support customer and new business needs.
Production & R&D: for raw material requirements
Operations & Warehouse: for stock planning and logistics
Accounts: for invoice matching, payment cycles, and cost tracking
HR/Admin: for office-related support and facilities

Ensure procurement aligns with operational and business development needs

7.Documentation Management

Maintain accurate procurement records, purchase orders and contracts
Any other duties assigned.

8. Initial On-the-Job Training / Department Understudy

Complete an initial one-month OJT / understudy with the Business Development Department to familiarise with the Company's business, products, clients and operations.
Apply this knowledge to support effective execution of the core procurement and administrative functions.

9. Team Supervision & General Responsibilities

Supervise and guide the Admin & Procurement team to ensure effective task allocation and workflow.
Support management in procurement, administration and process improvement initiatives.
Maintain effective relationships with internal departments, suppliers and service providers.
Perform other reasonable duties as assigned by Management.

Working Days:

Monday - Thursday: 8AM- 6PM
Friday: 8AM - 5PM

Job Requirements

Diploma/Degree in Procurement, Supply Chain, Business Administration or related field.
Minimum 5 years relevant experience in procurement, purchasing and administration, preferably in food manufacturing/FMCG.
Strong experience in supplier sourcing,negotiation, cost control and vendor management.
Knowledge of food manufacturing procurement, inventory planning and supplier compliance.
Familiarity with ISO/FSSC, food safety and audit requirements will be an advantage.
Good team supervision, communication and negotiation skills.
Proficient in MS Office and ERP/procurement systems.
Good command of English, both written and spoken.
Hands-on, organised, responsible and able to work independently in a fast-paced manufacturing environment.

Procurement and Admin - Assistant Manager