Purchasing Manager Restaurant

JOB DESCRIPTIONPURCHASING MANAGER – RESTAURANT & HOSPITALITY

Position: Purchasing Manager
Department: Purchasing / Procurement
Reports To: General Manager / Director of Operations
Supervises: Purchasing Staff / Purchasing Officer / Receiving Staff, as applicable

1. Position Summary

Responsible for managing and overseeing all purchasing and procurement activities to ensure the timely availability of food, beverages, operating supplies, equipment, and other required goods at the best quality, price, and terms while maintaining company standards and cost efficiency.

2. Key Responsibilities

A. Purchasing & Procurement

• Manage and oversee all purchasing activities for restaurant and hospitality operations.
• Source and evaluate reliable suppliers based on quality, price, service, and delivery capability.
• Obtain and compare quotations to achieve the best value for the company.
• Negotiate prices, payment terms, delivery schedules, and other commercial conditions.
• Ensure all purchases are made in accordance with approved specifications and company policies.
• Ensure purchasing activities are conducted efficiently and transparently.

B. Supplier Management

• Develop and maintain good relationships with suppliers and business partners.
• Evaluate supplier performance regularly, including quality, price, delivery, and service.
• Conduct supplier selection, negotiation, and periodic review.
• Identify alternative suppliers to ensure business continuity and competitive pricing.
• Resolve supplier-related issues and discrepancies promptly.

C. Food & Beverage Procurement

• Ensure availability of food and beverage products according to operational requirements.
• Coordinate with Executive Chef, F&B, Cost Control, and Operations regarding product specifications and requirements.
• Monitor market prices and seasonal availability of food and beverage products.
• Ensure purchased products meet quality, quantity, freshness, and specification standards.

D. Operational & General Supplies

• Manage procurement of operating supplies, housekeeping supplies, kitchen equipment, uniforms, office supplies, maintenance materials, and other non-food items.
• Ensure purchasing is based on approved requisitions and operational requirements.
• Monitor stock requirements in coordination with Store and relevant departments.

E. Cost Control

• Monitor purchasing costs and identify opportunities for cost savings.
• Maintain competitive pricing through regular market surveys and supplier negotiations.
• Work closely with Cost Control and Finance to monitor purchasing performance.
• Minimize unnecessary purchases, overstocking, wastage, and procurement losses.
• Ensure purchasing activities support the company's budget and profitability targets.

F. Purchase Order & Documentation

• Review and approve Purchase Requests and Purchase Orders according to company authorization procedures.
• Ensure all purchasing documentation is complete and properly recorded.
• Maintain accurate records of quotations, purchase orders, supplier information, and agreements.
• Coordinate with Receiving, Store, Finance, and Accounts Payable to ensure proper documentation and invoice matching.

G. Quality & Compliance

• Ensure purchased goods comply with company quality standards and approved specifications.
• Ensure suppliers comply with applicable food safety, hygiene, legal, and company requirements.
• Support internal and external audits related to procurement activities.
• Maintain procurement practices that are ethical, accountable, and free from conflicts of interest.

H. Team Management

• Lead, supervise, and develop the Purchasing team.
• Assign responsibilities and monitor staff performance.
• Provide training and guidance regarding purchasing procedures and company policies.
• Ensure discipline, accuracy, and professionalism within the Purchasing Department.

I. Reporting

• Prepare regular purchasing reports for management.
• Provide information regarding purchasing costs, supplier performance, price changes, and market conditions.
• Report significant procurement issues and recommend appropriate solutions.
• Monitor and report purchasing KPIs and cost-saving initiatives.

3. Key Performance Indicators (KPIs)

• Purchasing cost efficiency and savings achieved.
• Supplier quality and performance.
• Timely availability of required goods.
• Accuracy and completeness of purchasing documentation.
• Compliance with purchasing procedures and approved budgets.
• Reduction of purchasing discrepancies and unnecessary costs.
• Supplier payment and delivery term optimization.
• Internal department satisfaction with purchasing service.

4. Qualifications & Requirements

• Minimum Diploma/Bachelor's Degree in Purchasing, Procurement, Hospitality Management, Business Management, or a related field.
• Minimum 3–5 years of experience in Purchasing/Procurement, preferably within restaurant, hotel, or hospitality operations.
• Strong knowledge of food, beverage, OS&E, FF&E, and general operational procurement.
• Strong negotiation, analytical, communication, and problem-solving skills.
• Good knowledge of supplier management and cost control.
• Good computer skills and familiarity with purchasing/inventory systems.
• Good command of English, both written and spoken.
• High integrity, attention to detail, and strong organizational skills.
• Able to work under pressure and meet operational deadlines.

Work Location: In person