Procurement Executive

Business Unit: TRG F&B
Job Group: Officer
Reporting Line: Operation Manager, Operation Director, Office Manager
Issued & Approved: Director of Operations
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Job objective
- Find the best products at the best prices and best terms.
- Choose the most suitable suppliers, ensuring cost effectiveness commensurate with quality.
- Avoiding the shortage of materials during the operations.
- In order to do this, Procurement officers need to undertake research on considerable number of potential & short-listed suppliers
- They will be reviewing criteria such as terms, reliability, availability of the required goods, their delivery times and support structures.
- In order to find these suppliers, Procurement officers will attend a considerable number of meetings
with eager suppliers and read even more catalogues and marketing brochures. They might decide to attend conferences and trade shows to find more suppliers or undertake internet research if their needs are particularly complex
- In order to ensure the stock level, Procurement officers need to examine the usage on important inventory item.
- They will be managing month end inventory level and in & out stock transfer of warehouse.
Duties & Responsibilities:
1. Ensures that all purchasing is in compliance with the company's regulation and in accordance with the standards of PJ's Coffee.
2. Searches for as many as possible suppliers to obtain competitive quotations on commodities and services.
3. Negotiates with suppliers to get selling discount or promotion programs and updates the market price. Maintains a full list of suppliers for all products used by TRG F&B as well as back up suppliers in case of need.
4. Ensuring cost effectiveness commensurate with quality of goods.
5. Ensure clear and accurate understanding of each brand to ensure purchasing is able to meet the needs of operations.
6. Always ensure positive, clear, and effective lines of communication with other departments are maintained.
7. Manage warehouse inventory
8. Control stock transfer among warehouse and stores to use historical data to properly manage acceptable inventory levels of warehouse.
9. Set up schedule, assign tasks and work closely with Stock Keeper
10. Informs the Stores if any changes in quality or quantity of goods/ materials occur.
11. Maintain systems like procurement, warehouse month end physicals, warehouse random stock checks, system interface to ensure accuracy and accountability.
12. Ensure that all relevant documentation related to payment of invoices is accurate and attached before payment is made, such as purchase orders, delivery notes and invoice. Ensure all batch payments are accurate and match to payment information recorded on invoice register.
13. Be able to work independently and know when to escalate issues.
14. Plan the daily work load, being responsible for the co-ordination to accounting for accounts payable department.
15. Standardize processes like payment terms for assets, ongoing suppliers, and miscellaneous cash purchases.
16. Have equipment and supply models ready to estimate total investment costs for new proposed sites. This would include equipment and inventory.
17. Assist operations in all brands (PJs, RMCF, SFBA, SCA, and Sales) including any new future operations under TRG F&B to have the right product at the required time for new construction and ongoing operations.
18. Arrange and have a once per month meeting with each of the following departments: Financial controller, Board of Directors, and Operations management team for each brand.
19. Complete month end reports per director's request and submit no later than the 5th of the following month. The reports must include finalized discrepancy reports/solutions of warehouse, expiry item list, price changes, new items added in that certain month, and anything else reasonably requested.
20. Performs other related duties such as special assignments and company major objectives as required.