Role Overview
We are looking for a detail-oriented and proactive Purchasing Executive to support our Food & Dining operations. This role plays a critical part in ensuring timely procurement, accurate data processing, and smooth coordination between vendors, chefs, and internal teams. You will work closely with Operations, Finance, and Cost Control to support daily purchasing and inventory needs across multiple outlets.
Key Responsibilities
1. Purchase Order Processing (EPB / New Procurement System)
- Process market list requests accurately and in a timely manner using EPB or the new procurement system
- Follow up with requestors if requisitions are not received by 2:30 PM to ensure timely PO creation
- Generate purchase orders (POs) and issue them to vendors via email
- Verify and confirm PO receipt with vendors to ensure order acknowledgment
2. Goods Receiving & Invoice Verification
- Review and verify goods receiving entries completed by Operations and Chefs in the system
- Cross-check quantities, SKUs, and pricing against physical invoices and system records
- Ensure discrepancies are resolved before submission
- Submit verified invoices to Accounts Payable (AP) for processing in a timely manner
3. POS Key Creation & Maintenance
- Review and validate POS creation forms for completeness and accuracy
- Create POS keys in EPB upon verification
- Activate POS keys following approval from the Cost Controller
4. Vendor Coordination & Issue Resolution
- Follow up with vendors on:
- Outstanding or delayed deliveries
- Shortfalls in delivered items or quantities
- Estimated delivery timelines and alternative items when stock is unavailable
- Pricing discrepancies between POs and supplier invoices
- Mismatched item descriptions between POs and invoices
- Incorrect billing company details or addresses on invoices
- Request amended invoices where necessary to ensure compliance and accuracy
5. Sourcing & Ad-hoc Support
- Assist in sourcing new items and obtaining RFQs when required
- Support the team with ad-hoc purchasing and administrative duties
- Travel to different outlets located when required
What We're Looking For
- Minimum 1 year of relevant purchasing or procurement experience, preferably within F&B or hospitality
- Familiarity with EPB or similar procurement / purchasing systems
- Strong numerical accuracy and attention to detail, especially in PO processing, goods receiving, and invoice verification
- Proficient in Microsoft Excel and Outlook for data tracking and vendor communication
- Good understanding of inventory control, SKU management, and end-to-end purchasing processes
- Strong communication and interpersonal skills to liaise effectively with vendors, chefs, and internal stakeholders
- Resourceful and solutions-oriented, with the ability to source alternatives and obtain RFQs when needed
- Able to work independently with minimal supervision while managing multiple priorities and tight timelines
- Positive, proactive, and dependable, with a strong sense of ownership and accountability
