Purchasing Executive

The Purchasing Executive is responsible for executing purchasing activities for the assigned locations, ensuring timely and accurate purchase order creation, effective vendor follow-up, complete documentation, and reliable data to support forecasting and Material Requirements Planning.
Key Responsibilities:
1. Procurement & Purchasing Execution
o Create Purchase Order based on MRP and approved demand,
o Track vendor delivery status and follow up delays.
o Update item attributes and vendor data in ERP System.
o Negotiate pricing and purchasing terms that are beneficial to the system.
o Monitor delivery progress to ensure correct quantity, on-time delivery, and required standards.
o Handle issues related to delivery or supplier quality.
2. Supplier Management
o Source, evaluate, and develop new suppliers.
o Compare pricing, quality, and delivery terms among suppliers.
o Maintain at least 2-3 suppliers for each material category to avoid dependency.
3. Purchase Price & Quality Control of Goods
o Monitor market price fluctuations regularly.
o Prepare supplier price comparison reports before making purchasing decisions.
o Propose supplier changes when better pricing or more stable quality is available.
o Inspect goods based on system standards.
o Coordinate with kitchen and warehouse teams to check incoming raw material quality.
o Immediately address any quality issues from suppliers.
4. Documentation & Payment Support
o Collect Purchase Order, Goods Receipt Note, Delivery Note, Invoice for Finance.
o Follow up vendors for missing/corrected invoices.
o Resolve invoice mismatches with vendors and internal warehouses.
5. Cost Control & Price Transparency
o Ensure purchase prices are aligned with market rates.
o Take responsibility for any discrepancies in purchase pricing or losses due to lack of control.
o Any changes to suppliers or pricing must be approved in advance.
6. Reporting & Coordination
o Report prices periodically, supply issues and risks to Upper Management.
o Coordinate with the central kitchen, warehouse, and branches to ensure stable supply.
o Update information on new products from suppliers.