Senior Purchasing Executive

Major Essential Duties & Responsibilities:

Responsible to plan, organize and to execute procurement functions to ensure smooth operations of entire Procurement Department. You are required to have an in-depth understanding of existing suppliers in F&B industry and to monitor pricing movement of all F&B products. You are also required to establish and maintain appropriate formalized procurement policy and to ensure of its compliances. Your duties are included but not limited to the following:

Procurement Planning Management

1. To plan, organize and to support the comprehensive function in compliance with mandated requirement.

2. To oversee daily operated procurement workflow including major purchases associated with restaurants opening and business expansion.

3. To give full support and work with Operations Team for opening and business expansion for the purpose of ensuring all furnishing, equipment, supplies etc. are all in place in accordance with construction timeline, opening ceremony timeline and within budget.

4. To respond to a range of inquiries and not limited to negotiating terms and conditions with suppliers, service providers to achieve departmental objectives and goals that within budget and time frame given.

5. To plan, organize and to provide accurate forecast for future purchases with adequate statistics as supporting of decision-making.

Supply Chain Management

1. To possess knowledge of the functionality of supply chain in F&B industry.

2. To consistently review and to assess total supply chain risk and identify opportunities to minimize and eliminate risk.

3. To monitor pricing fluctuation and currency fluctuation in both local and overseas markets, to strategize for blanket order, staggered delivery with cost minimization to maintain profitability.

4. To ensure pricing and purchasing negotiation is done effectively with both local and overseas vendors in a professionalism manner to achieve optimum cost-effectiveness.

5. To consistently source, research and to evaluate new products for better substitution.

6. To alert in F&B market trends such technological advancement for cooking equipment, cooking materials etc.

7. To possess negotiation, persuasion, supervisory, critical thinking, analytical thinking, operation analytical skills, reading comprehension, time management and problem-solving sensitivity.

8. To monitor daily operational procurement functions such as to monitor and to follow up closely on all arrangement with local and overseas logistic service provider for delivery and to communicate with the relevant party to ensure all matters and document related to shipping and or transportation of goods are being checked and verified.

9. To respond rapidly to purchase discrepancies and to provide solutions.

Inventory Control Management

1. To manage ordering and inventory systems which encompasses all aspects of company inventories, purchasing, shipping, goods receiving, tracking, warehousing and storage, goods turnover and reordering.

2. To oversee the overall stocks consumption level and planning for future capacity as required.

3. To oversee safe receipt, storage, retrieval and timely dispatch of goods.

4. To ensure all incoming and outgoing stocks are promptly and accurately updated into the inventory system.

5. To monitor the shelf life of warehouse goods equipment and to ensure all goods are being stored in a good operating condition.

6. To conduct monthly physical stock counts for better monitoring of stock movement.

7. To conduct quarterly physical stock counts at all outlets for better monitoring of stock movement and stock usage.

8. To report to Management on any goods discrepancies, lost or damaged at warehouse.

Cost and Budget Management

1. To undertake an initial review of existing procurement ordering process and to implement continuous improvement to ensure costs are monitored, reviewed and controlled within budgetary constraints in line with Company’s Finance procedure.

2. To constantly follow up and to ensure payment terms are well managed and optimized in favor of win-win situation resulting in a better cash flow position.

3. To provide accurate purchases forecast data highlighting key variance analysis between actual and budget spent.

4. To produce annual departmental cost saving statistical analysis for cost overview and assessment.

Departmental Data and Administration Management

1. Assist to develop, establish and to implement ISO Quality Management System for Procurement Department for continuous improvement to its effectiveness.

2. Prepare and oversees the preparation of required report, statistics, analysis, presentation slide and any other relevant documentations.

3. Proper maintenance and utilization of ordering and inventory systems.

4. Proper maintenance documents filling with clear labeling.

5. Proper data compilation such as supplier information, monthly report, analysis, shipping document, purchase order, delivery order and relevant documents.

6. Proper maintenance of office, warehouse and individual workspace cleanliness.

General

1. To ensure that all procurement, logistics and warehousing issues are resolved in a timely manner.

2. To work closely with all departments for further workflow enhancement in conjunction to maximize the net profitability in the Company’s operations.

3. To develop and foster harmonious working relationships with all key internal and external contacts.

4. To be prepared for personal coaching, training for new staff as assigned.

5. To develop and maintain constructive and cooperative working manner and well-maintained relationship with all parties.

6. To initiate improvements in the workflows and processes, making proper recommendations, follow-up and taking the necessary actions.

7. To be responsible for the timely preparation and submission of all documents, correspondences, reports, analysis, presentation slide, proposal and relevant documentation that is under your care.

8. To perform and to undertake any other ad-hoc duties as assigned and directed by Management as and when necessary.

Requirements

· At least 3-5 years working experience in the F&B and related field.

· Resourceful, self-driven, proactive and independent.

· Work smart and meticulous with positive attitude and emotional control.

· Multi-tasking performance.

· Ability to work under pressure in fast paced environment.

· Ability to foster harmonious working relationship with colleagues and suppliers.

· Ability to travel locally and outstation to perform stock count duties.

· Ability to handle multiple in-house and franchisee ordering.