PURCHASING EXECUTIVE

Sri Ananda Bahwan Group; Butterworth; On-site; MYR 42,000 - 62,000; Full time

Job summary

Sri Ananda Bahwan Group in Malaysia is seeking a Purchasing Executive to manage procurement of food ingredients, beverages, packaging, kitchen supplies and other operational items, ensuring competitive prices, quality and timely delivery.

You will source suppliers, obtain quotations, prepare Purchase Orders, monitor stock levels, and coordinate with Kitchen, Operations and Store teams to uphold food safety and product quality while achieving cost savings and efficient purchasing processes.

Qualifications

• Source and purchase food ingredients, beverages, packaging, kitchen supplies and other required items.
• Obtain quotations from suppliers and compare prices, quality, payment terms and delivery schedules.
• Negotiate prices and commercial terms with suppliers to achieve cost savings.

Responsibilities

• Source and purchase food ingredients, beverages, packaging, kitchen supplies and other required items.
• Obtain quotations from suppliers and compare prices, quality, payment terms and delivery schedules.
• Negotiate prices and commercial terms with suppliers to achieve cost savings.
• Prepare Purchase Orders (PO) and ensure purchases are properly authorised.

Skills

Procurement

Negotiation

Inventory Management

Cost Control

Vendor Management

Documentation

Job description

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The Purchasing Executive is responsible for managing the procurement of food ingredients, beverages, packaging materials, kitchen supplies, cleaning materials, equipment, and other operational requirements. The role ensures that all purchases are made at competitive prices while maintaining the required quality, quantity, freshness, and delivery schedules.

2. KEY RESPONSIBILITIESA. Purchasing & Procurement

• Source and purchase food ingredients, beverages, packaging, kitchen supplies and other required items.
• Obtain quotations from suppliers and compare prices, quality, payment terms and delivery schedules.
• Negotiate prices and commercial terms with suppliers to achieve cost savings.
• Prepare Purchase Orders (PO) and ensure purchases are properly authorised.
• Follow up with suppliers to ensure timely delivery.
• Maintain sufficient stock levels and avoid over-purchasing or shortages.
• Purchase fresh food items such as vegetables, fruits, meat, poultry, seafood and other perishables according to operational requirements.
• Ensure emergency purchases are properly controlled and approved.
• Identify and evaluate new suppliers.
• Maintain good working relationships with existing suppliers.
• Monitor supplier performance, including price, quality, delivery and service.
• Handle supplier complaints, shortages, damaged goods and incorrect deliveries.
• Review supplier pricing regularly and recommend alternative suppliers where necessary.
• Maintain an updated supplier database and price list.

C. Food Quality & Safety

• Ensure purchased food products meet company quality standards.
• Check product specifications, expiry dates, freshness and packaging requirements.
• Work closely with the Kitchen, Operations and Store departments regarding product quality.
• Ensure suppliers comply with applicable food safety and hygiene requirements.
• Report poor-quality, expired, damaged or contaminated products immediately to management.

D. Cost Control

• Monitor food and non-food purchasing costs.
• Compare market prices regularly to identify cost-saving opportunities.
• Monitor price increases and inform management accordingly.
• Support management in controlling food cost and operational expenses.
• Avoid unnecessary purchases, wastage and excess inventory.
• Assist in preparing purchasing reports and cost analysis.

E. Inventory & Stock Coordination

• Coordinate with Storekeepers and Kitchen personnel to determine purchasing requirements.
• Review stock levels and reorder requirements.
• Monitor fast-moving and slow-moving items.
• Ensure proper stock rotation, especially for perishable food products.
• Assist in reducing wastage, expired stock and unnecessary inventory.

F. Documentation & Records

• Maintain accurate records of Purchase Orders, quotations, invoices, delivery orders and supplier documents.
• Match Purchase Orders, Delivery Orders and invoices before submitting documents to Finance.
• Maintain purchasing reports and supplier price comparisons.
• Ensure all purchasing documents are properly filed and traceable.
• Prepare monthly purchasing summaries when required.

3. DAILY RESPONSIBILITIES

• Check purchase requests from outlets, kitchen, catering and other departments.
• Obtain quotations and confirm prices with suppliers.
• Place approved orders.
• Check urgent and shortage items.
• Coordinate with stores regarding received goods.
• Resolve delivery and quality issues.
• Update purchasing records and supplier pricing.