San Francisco Coffee Hiring! Full Time Purchasing Executive in Selangor, Earn up to MYR 3,300 - Ricebowl

Job Purpose:

The Purchasing Executive is responsible for managing the end-to-end procurement process for food, beverages, packaging, operating supplies, and non-food items across all outlets. This role ensures timely purchasing, cost optimization, supplier performance management, inventory support, and compliance with company procurement policies while maintaining uninterrupted supply to more than 50 retail outlets.

Key Responsibilities:

1. Procurement Operations

• Manage daily purchasing activities for all assigned categories.
• Process Purchase Orders (PO) accurately and within the required timeline.
• Ensure all purchases comply with company procurement policies and approval authority.
• Monitor purchase requisitions from outlets and departments.
• Coordinate urgent and emergency purchases when necessary.
• Consolidate outlet weekly orders.

2. Supplier Management

• Source new suppliers and conduct supplier evaluations.
• Compare quotations based on price, quality, delivery, and service.
• Negotiate pricing, payment terms, rebates, lead time, and contract conditions.
• Maintain good relationships with existing suppliers.
• Conduct periodic supplier performance reviews using KPIs.

3. Cost Control & Cost Savings

• Identify cost reduction opportunities without compromising quality.
• Perform market price comparisons regularly.
• Monitor commodity price movements.
• Prepare cost-saving reports.
• Support annual budgeting exercises.

4. Inventory & Supply Planning

• Coordinate with warehouse and outlets to maintain optimum stock levels.
• Monitor stock shortages and overstock situations.
• Assist in demand forecasting.
• Ensure timely replenishment of fast-moving items.
• Follow up on backorders and outstanding deliveries.

5. Purchase Order Management

• Create and issue Purchase Orders.
• Track PO status until completion.
• Monitor:
• Open PO Aging
• Partial deliveries
• Outstanding deliveries
• Backorders
• PO closure
• Ensure suppliers deliver according to agreed lead times.

6. Invoice & Payment Coordination

• Resolve quantity and price discrepancies.
• Coordinate with Finance for payment processing.
• Ensure invoices are submitted on time.
• Follow up on supplier statement reconciliations.

7. Vendor Performance Monitoring

• Conduct supplier audits when required.
• Maintain approved supplier lists.
• Evaluate supplier risks.
• Monitor vendor compliance with food safety requirements.

8. Cross-Functional Coordination

Work closely with:

• Operations
• Warehouse
• Logistics
• Finance
• Marketing
• QA/QC
• Outlet Managers

to ensure uninterrupted operations.

9. Data Analysis & Reporting

Prepare procurement reports including:

• Monthly Purchase Report
• Supplier Performance Report
• Open PO Aging Report
• GRN Aging Report
• Outstanding Delivery Report
• Purchase Price Variance Report
• Supplier Spend Analysis
• Stock Shortage Report

10. Compliance

Ensure compliance with:

• Company Purchasing SOP
• Food Safety Standards
• Internal Audit requirements
• Documentation and record retention requirements

Daily Tasks:

• Review purchase requisitions.
• Generate Purchase Orders.
• Follow up on supplier deliveries.
• Monitor urgent outlet requirements.
• Resolve purchasing issues.
• Coordinate with Finance on invoices.
• Update procurement reports.
• Respond to supplier enquiries.
• Monthly Responsibilities
• Supplier performance evaluation.
• Cost analysis.
• Market price comparison.
• Spend analysis.
• Vendor meetings.
• Contract review.
• KPI reporting.
• Procurement dashboard updates.

Skills & Competencies:

Technical Skills

• Procurement planning
• Supplier negotiation
• Contract management
• Cost analysis
• Inventory planning
• Demand forecasting
• Advanced Microsoft Excel

Soft Skills

• Negotiation
• Communication
• Analytical thinking
• Problem-solving
• Time management
• Attention to detail
• Teamwork
• Ability to work under pressure
• Decision-making

Job Type: Full-time

Pay: RM2,500.00 - RM3,300.00 per month

Benefits:

• Free parking
• Maternity leave
• Meal allowance
• Opportunities for promotion
• Professional development

Work Location: In person