Purchasing Executive

Job Descriptions:

1.Responsible for sourcing direct and indirect materials requested by the internal departments, dealing with suppliers and negotiating for the best price and payment term.

2.Perform the Procure-to-Pay process as follows:

a. Respond to Purchase Requests from internal departments.
b. Procure goods and services according to the specifications, requirements and budget given by the users as stated in their Purchase Requests.
c. Identify potential suppliers, request for, and evaluate their quotes and/or proposals.
d. Perform comparative analysis to select the suppliers, goods, or services.
e. Select the most suitable supplier in terms of reliability, product quality, product assurance and cost-efficiency.
f. Negotiate also with the supplier on the terms and conditions such as payment terms, delivery charges and MOQ.
g. Prepare and submit documents for supplier onboarding such as credit facilities.
h. Onboard supplier details onto procurement and inventory system (i.e., Food Market Hub)
i. Place purchase orders PO with the suppliers using Food Market Hub (FMH).
j. Monitor delivery of the goods or services.
k. Monitor and assist users to receive goods or services to finalize/complete PO in FMH.
l. Advise users on impartial/incorrect deliveries and follow-up with suppliers on next course of action.
m. Check supplier invoices against PO for price or received quantity discrepancies.
n. Follow-up with Accounts (AP) on supplier payment.

3.Get feedback from users to review suppliers’ performance on their pricing competitiveness, delivery timeliness, and product or service quality.

4.Source for alternative suppliers to replace non-performing suppliers.

5.Maintain the procurement and inventory system, Food Market Hub (FMH).

6.Conduct periodical training and refresher for Operation and outlets on the use of FMH system.

7. Assist to monitor the inventory levels of the outlets and make appropriate adjustments to procurement to minimize stock disruptions, but at the same time, to prevent over-stocking Consult Facilities or IT department on matters with regards to repairing or replacing heavy equipment or technological systems.

8.Assist Purchasing Manager to collaborate with Operation department and outlets on initiatives to procure alternative products or services that will:

a. Increase sales.
b. Reduce costs.
c. Increase work efficiency.
d. Improve work safety.
e. Enhance customer experience in our outlets.

9.Assist Purchasing Manager to coordinate with Marketing department to create awareness of new products to the public and to increase product visuals in the outlets.

10.Prepare weekly or monthly reports for the Purchasing Manager.

11.To assist in any other tasks as deemed necessary.

Job Requirements:

• Candidate must possess at least Diploma/bachelor’s degree in accounting or any related field.
• At least 2 - 5 years of working experience in procurement within the service or F&B industry.
• We are seeking candidates proficient in Mandarin to effectively communicate with Mandarin-speaking clients.
• Experience with procurement and inventory systems, especially Food Market Hub, is preferred.
• Proficient in data management and analysis.
• Initiative, self-motivation, and able to work independently.
• Fresh graduates are encouraged to apply