Purchasing Manager

RM 4,000 - RM 6,000 / month

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1. Procurement & Purchasing

Prepare Purchase Orders (POs) based on catering, venue management, and central kitchen requirements.
Compare prices and negotiate with suppliers to obtain the best quality and price.
Ensure all raw materials, equipment, and operational needs are purchased within the allocated budget.
Monitor stock levels and plan purchases to prevent shortages or overstocking.
Analyze market price trends to ensure reasonable costs and minimize wastage.
Work with the finance department to ensure timely supplier payments.
Assess the need for additional or replacement equipment to maintain smooth operations.
Conduct market research to identify new technologies that improve procurement efficiency.

2. Supplier Management

Identify and evaluate new suppliers for better cost-effective sourcing.
Maintain good relationships with existing suppliers to ensure a consistent and high-quality supply.
Review and manage supplier contracts/agreements, including delivery and payment terms.
Conduct supplier audits to ensure compliance with set standards.
Ensure suppliers adhere to food safety and hygiene standards in raw material preparation.
Discuss long-term strategies with suppliers to ensure price stability and supply availability.
Assess supplier capacity to ensure they can meet company demands without disruptions.
Manage special raw material procurement for the central kitchen, such as spices, processed ingredients, and imported goods.

3. Coordination & Documentation

Prepare reports on purchasing, expenses, and cost analysis for internal monitoring and audits.
Maintain records of purchases, invoices, and receipts for audit and company records.
Coordinate with kitchen, inventory, and event management teams to ensure all needs are met on time.
Use procurement management software to record and monitor orders and stock.
Prepare supplier performance reports to assess their efficiency and reliability.
Manage supplier agreement documents and ensure contracts are regularly updated.
Ensure central kitchen orders are processed according to specifications for final product quality assurance.

4. Quality Control & Stock Monitoring

Ensure raw materials and equipment received meet quality standards.
Monitor product expiration dates and ensure proper food safety storage procedures.
Assist in inventory management and conduct periodic stock inspections to reduce waste.
Collaborate with the quality department for food safety inspections and testing.
Develop risk mitigation plans to ensure continued supply in emergency situations or supply chain disruptions.
Control the purchase of perishable items by maintaining optimal stock levels.
Implement systematic stock storage for better organization and easy tracking.
Coordinate the purchase of special ingredients such as frozen items, semi-processed materials, and premium ingredients for the central kitchen.

5. Problem-Solving & Emergency Actions

Act immediately on delayed deliveries, damaged goods, or incomplete orders.
Manage the replacement or return of items that do not meet specifications.
Investigate and resolve any purchasing-related issues effectively.
Prepare contingency plans to ensure uninterrupted supply in emergency situations.
Maintain backup suppliers as an alternative source if primary suppliers fail to deliver.
Identify weaknesses in the procurement process and recommend improvements to prevent recurring issues.
Prepare emergency stock of critical ingredients frequently used in the central kitchen to avoid operational disruptions.

6. Compliance & Process Improvement

Ensure all purchasing processes comply with company policies and procedures.
Recommend improvements in procurement systems to enhance efficiency and cost savings.
Ensure all purchases adhere to safety regulations and hygiene standards relevant to catering, venue management, and central kitchen operations.
Attend training and workshops to improve expertise in procurement.
Update procurement procedures and guidelines according to operational needs and market changes.
Analyze purchasing data to identify trends and make strategic decisions.
Develop internal control systems to ensure transparency and efficiency in procurement.
Manage compliance with HACCP, GMP, and other food safety standards for central kitchen operations.

Qualifications

Diploma/Degree in Business Management, Supply Chain Management, Hospitality Management, Catering, Finance, Accounting, or any related field in operations and procurement.
Minimum 5 years of experience in procurement/purchasing management, especially in the catering, hospitality, or F&B industry.
Experience working with raw material suppliers such as food, flowers, kitchen equipment, and event decorations is an advantage.

Additional Certifications (If Any)

Supply Chain Management or Procurement Certificates, such as:
- Certified Professional in Supply Management (CPSM)
- Certified Purchasing Professional (CPP)

Key Skills

Strong negotiation skills to secure the best deals.
Time management skills to coordinate procurement and delivery schedules.
Attention to detail in monitoring quality and ensuring compliance with standards.
Problem-solving expertise to maintain operational continuity.
Inventory planning skills, cost analysis, and finding alternatives to reduce expenses.

Working Hours

Work Location