Purchasing Executive / Administrator

WIT Venture; Kuala Lumpur; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading food and beverage company in Kuala Lumpur is looking for a Purchasing Executive/Administrator to manage the sourcing and purchasing of ingredients and operational supplies. The ideal candidate will be responsible for ensuring timely deliveries, cost control, and compliance with food safety regulations. A diploma or bachelor’s degree in a relevant field, along with 1-3 years of experience in purchasing within hospitality is required. Strong negotiation and communication skills are essential for this role.

Qualifications

• Minimum 1–3 years of experience in purchasing, procurement, or administrative roles within hospitality.
• Familiarity with food ingredients, kitchen supplies, equipment sourcing.
• Highly organized and detail-oriented.

Responsibilities

• Plan and purchase food ingredients, beverages, and kitchen supplies.
• Monitor stock levels and consumption trends.
• Source and negotiate with suppliers.

Skills

Negotiation skills

Communication skills

Relationship management

Inventory control

Food cost management

MS Office (Excel)

Education

Diploma or Bachelor’s Degree in Business Administration, Supply Chain, Hospitality Management, Logistics

Tools

Inventory systems

Job description

The Purchasing Executive / Administrator is responsible for sourcing, purchasing, and coordinating food ingredients, beverages, packaging, kitchen equipment, machinery, and operational supplies to support daily restaurant and production operations. This role ensures timely deliveries, cost control, quality consistency, and compliance with food safety and regulatory requirements. The position works closely with chefs, kitchen teams, operations staff, suppliers, logistics partners, and relevant authorities to ensure smooth and efficient purchasing operations in a fast-paced F&B environment.

Key Responsibilities

• Plan and purchase food ingredients, beverages, packaging, kitchen supplies, equipment, and other operational items to ensure uninterrupted restaurant and production operations.
• Monitor stock levels and consumption trends to prevent shortages, overstocking, or wastage.
• Source, evaluate, and negotiate with suppliers to obtain competitive pricing, consistent quality, and reliable delivery for F&B supplies.
• Compile and compare supplier quotations, product specifications, and terms to support cost-effective purchasing decisions.
• Monitor market trends and price fluctuations for food ingredients and supplies to support cost control and menu costing strategies.
• Review and update product costs, supplier performance, and quality standards for both existing and new items.
• Prepare and process purchase orders (POs) in accordance with SOPs and operational requirements.
• Coordinate with suppliers, transporters, and forwarding agents to ensure timely delivery of goods to outlets, central kitchens, or warehouses.
• Handle delivery schedules, shipping documents, and unloading arrangements to ensure freshness, quality, and compliance with food handling standards.
• Match supplier invoices with purchase orders and delivery notes, and submit accurate documentation to the accounts team for timely payment.
• Assist in obtaining necessary product registrations, permits, and licenses related to food products, equipment, and machinery.
• Prepare and compile documentation for kitchen equipment or machinery tax exemption applications where applicable.
• Liaise with government departments, local and overseas suppliers, forwarders, kitchen teams, outlet managers, and laboratory staff for food products, equipment, and spare parts clearance.
• Support ad-hoc purchasing, urgent orders, and special event requirements as needed.
• Perform any other duties as assigned by Management.

Job Requirements

• Diploma or Bachelor’s Degree in Business Administration, Supply Chain, Hospitality Management, Logistics, or a related field.
• Minimum 1–3 years of experience in purchasing, procurement, or administrative roles within hospitality, F&B, restaurant, hotel, or food production environments.
• Familiarity with food ingredients, kitchen supplies, equipment sourcing, and F&B supplier networks is an advantage.
• Strong negotiation, communication, and relationship management skills with suppliers and internal teams.
• Good understanding of inventory control, food cost management, and purchasing processes in a fast-paced environment.
• Proficient in MS Office applications, especially Excel, and purchasing or inventory systems.
• Highly organized, detail-oriented, and able to handle multiple outlets, orders, and deadlines.
• Able to work independently, under pressure, and collaboratively with operations teams.