Purchasing Executive

JOB SUMMARY

The Purchasing Executive is responsible for managing the company’s purchasing activities to ensure all required food ingredients, beverages, packaging materials, equipment, and other supplies are purchased at competitive prices, in the correct quantity and quality, and delivered on time.

The role involves sourcing suppliers, obtaining quotations, negotiating prices, issuing purchase orders, monitoring deliveries, and ensuring all purchasing documents are properly recorded and matched with the relevant PO, DO and GRN.

KEY RESPONSIBILITIES

• Purchasing & Procurement
• Handle daily purchasing activities based on approved purchase requisitions and operational requirements.
• Source and purchase food ingredients, beverages, packaging, kitchen supplies, equipment, and other required items.
• Ensure purchases are made according to the required specifications, quantity, quality, and delivery schedule.
• Prepare and issue Purchase Orders (PO) to approved suppliers.
• Follow up with suppliers on order status and delivery schedules.
• Supplier Management
• Source new suppliers and maintain good relationships with existing suppliers.
• Obtain and compare quotations from different suppliers.
• Negotiate prices, payment terms, delivery terms, and other commercial conditions.
• Evaluate supplier performance based on price, quality, reliability, and delivery.
• Ensure suppliers meet company requirements and standards.
• Price & Cost Control
• Monitor market prices and identify opportunities to reduce purchasing costs.
• Compare supplier prices regularly and recommend the most competitive options.
• Ensure purchases are within the approved budget.
• Monitor price changes and update purchasing records accordingly.
• Documentation & Verification
• Verify supplier invoices against Purchase Orders (PO), Delivery Orders (DO), and Goods Received Notes (GRN).
• Ensure quantities, item descriptions, prices, and supplier details are accurate before submitting documents to Accounts.
• Maintain complete and accurate purchasing records.
• Ensure all purchasing documents are properly filed and traceable.
• Inventory & Stock Coordination
• Coordinate with Store, Kitchen, Outlet, and Operations teams regarding stock requirements.
• Monitor stock levels and ensure essential items are replenished on time.
• Follow up on urgent and critical purchases to avoid stock shortages.
• Coordinate with the Store team regarding discrepancies in quantity or quality of delivered goods.
• Delivery & Quality Control
• Monitor supplier deliveries to ensure goods arrive according to the agreed schedule.
• Follow up on late, incomplete, damaged, or incorrect deliveries.
• Coordinate with relevant departments to resolve delivery and product issues.
• Ensure purchased goods meet the required quality and specifications.
• Reporting
• Prepare purchasing reports, price comparisons, supplier reports, and other procurement-related reports as required.
• Maintain updated records of supplier prices and purchasing activities.
• Provide purchasing information and cost analysis to management when required.
• Compliance & Internal Control
• Follow company purchasing procedures, approval processes, and procurement policies.
• Ensure purchases are made only from approved suppliers where applicable.
• Maintain confidentiality of supplier pricing, company purchasing information, and commercial terms.
• Ensure proper authorization is obtained before placing orders.

REQUIREMENTS

• Diploma / Bachelor’s Degree in Purchasing, Procurement, Supply Chain Management, Business Administration, or related field.
• Minimum 2–3 years of relevant purchasing/procurement experience, preferably in the F&B, catering, hotel, or hospitality industry.
• Familiar with PO, DO, GRN, Invoice and Purchase Requisition (PR) processes.
• Good negotiation and supplier management skills.
• Good knowledge of food ingredients, packaging, kitchen supplies, and F&B purchasing is an advantage.
• Good command of English and Bahasa Malaysia.
• Good computer skills, especially Microsoft Excel and purchasing/inventory systems.
• Strong communication, coordination, and problem-solving skills.

PERSONAL ATTRIBUTES

• Proactive and responsible.
• Honest and trustworthy with high integrity.
• Detail-oriented and well-organised.
• Good negotiation skills.
• Able to work independently and as part of a team.
• Able to work under pressure and meet deadlines.
• Strong follow-up skills.
• Cost-conscious and commercially aware.
• Good analytical and decision-making skills.

KEY PERFORMANCE INDICATORS (KPI)

• Purchasing cost efficiency and savings.
• Supplier price competitiveness.
• On-time delivery performance.
• Accuracy of PO and purchasing documentation.
• Reduction of stock shortages and urgent purchases.
• Supplier performance and quality.
• Compliance with company purchasing procedures.
• Timely completion of purchasing reports and documentation.

Pay: RM2,500.00 - RM3,300.00 per month

Benefits:

• Free parking
• Meal provided

Work Location: In person