Procurement executive

Key Responsibilities

1. Demand Forecasting & Inventory Management

• Monitor stock levels proactively in coordination with the warehouse supervisor, and conduct independent spot checks when needed.
• Forecast demand and determine optimal order quantities and timing, taking into account the perishable nature of grocery and dried goods and the need to keep inventory lean and efficiently turned over.
• Maintain an accurate procurement tracking sheet covering order quantities, expected arrival dates, and vendor details.
• Conduct stock audits upon goods arrival and reconcile physical inventory against internal system records, managing manual adjustments in the interim period before the new system goes live.
• Flag discrepancies between system records and physical stock, and liaise with relevant teams to resolve them promptly.

2. Sourcing & Vendor Management

• Source and evaluate suppliers across multiple product categories based on quality, price, and reliability.
• Obtain comparative price quotations from multiple vendors before placing orders.
• Negotiate favorable pricing and delivery terms, with a clear understanding of volume-based pricing tiers and how customer segment requirements influence order size.
• Build and maintain strong working relationships with existing vendors while identifying and onboarding new supply sources as needed.
• Communicate vendor selection decisions to relevant directors for alignment before orders are confirmed.

3. Purchase Order & Documentation Management

• Raise purchase orders in the internal system prior to placing orders with vendors, ensuring proper internal approval workflows are followed.
• Upon goods arrival, match vendor delivery orders against purchase orders raised in the system and resolve any discrepancies.
• Key in vendor purchase order details into the internal system to maintain accurate inventory valuation and tracking records.
• Maintain complete and accurate records of all purchase orders, delivery orders, receipts, and invoices.
• Prepare regular procurement reports covering purchasing activity, cost movements, and supplier performance.

4. Pricing Management & Cross-Team Communication

• Maintain a clear and up-to-date understanding of pricing across different customer segments, including distinctions for customers with outstanding balances, customers ordering by the carton, and customers ordering individual packs.
• Receive updated market rates from the relevant director and translate these into pricing communication materials for the customer service team.
• Proactively notify customer service personnel of any price changes so that they can update the internal system and communicate accordingly to their customers.
• Coordinate closely with directors when customer-specific pricing adjustments are made, and ensure these changes are communicated accurately to all relevant parties.
• Send timely alerts to the customer service team for any items that are out of stock or experiencing significant price movements.

5. Internal Coordination

• Collaborate with the warehouse supervisor, customer service team, finance, and relevant directors to ensure procurement and delivery processes run smoothly.
• Flag out-of-stock situations to the customer service team promptly so that customers who placed orders can be notified.
• Address any issues related to product quality, short deliveries, or vendor discrepancies and escalate where necessary.

Qualifications & Skills

Education
Diploma in Supply Chain Management, Logistics, or a related field (preferredbut not required for candidates with strong relevant experience).

Experience

• Minimum 2 to 3 years of experience in procurement, purchasing, or supply chain, ideally within a food distribution, wholesale, or FMCG environment.
• Prior experience managing vendor relationships and price negotiations across multiple product categories is strongly preferred.

Skills & Attributes

• Strong numerical sense and comfort with demand forecasting, volume planning, and price analysis.
• Excellent communication skills, with the ability to relay pricing and inventory updates clearly and promptly to internal teams.
• High degree of ownership and proactiveness, able to manage multiple moving parts without close supervision.
• Proficiency in Microsoft Excel and adaptability with new ERP or inventory management systems.
• Strong attention to detail, particularly when managing documentation, matching delivery orders, and maintaining pricing records.
• Comfortable working in a fast-paced, operationally intensive environment where processes are still being refined and improved.