Procurement Specialist (F&B)

I. JOB PURPOSE

The Procurement Specialist (F&B) is responsible for managing and executing end-to-end procurement activities for the F&B operations within KiN Group. This position ensures the timely, cost-effective, and high-quality supply of food ingredients, beverages, kitchen equipment, and operating supplies (OS&E) while maintaining strict adherence to food safety, quality standards, and budget targets. 

Report to: F&B Director (expat)

II. KEY RESPONSIBILITIES

1. Sourcing & Supplier Management

• Research, evaluate, and select reliable F&B suppliers, local vendors, and distributors.
• Negotiate pricing, payment terms, delivery schedules, and service level agreements (SLAs) to achieve optimal cost savings without compromising quality.
• Build and maintain strong, long-term relationships with key suppliers; conduct periodic vendor evaluations (cost, quality, delivery performance).
• Continuously explore alternative suppliers and local produce options to mitigate risk and optimize purchasing costs.

2. Purchasing Execution & Operational Support

• Receive and review purchasing requisitions from kitchen and F&B operations teams (issued by storekeeper); issue Purchase Orders (POs) accurately and in a timely manner.
• Coordinate closely with the F&B Director and Head Chefs to forecast demand and align procurement plans with operational requirements.
• Monitor order fulfillment, track deliveries, and resolve any issues regarding short shipments, damaged goods, or delayed deliveries.
• Ensure all procured food and beverage items meet internal quality standards, hygiene guidelines, and food safety regulations.

3. Cost Control & Budgeting

• Analyze purchasing costs, price trends, and market fluctuations in the F&B industry to make proactive purchasing decisions.
• Collaborate with the F&B Director to manage the F&B procurement budget and track Food & Beverage Cost Percentages.
• Review purchasing reports regularly to identify cost-saving opportunities and waste reduction strategies.
• Run monthly random price check from current vendors and new vendors (focus on high volume products // High impact on costing)

4. Inventory & Compliance Management

• Coordinate with warehouse/storekeeper and kitchen staff to monitor stock levels, inventory turnover, and minimize wastage/par level issues.
• Ensure all vendor contracts, licenses, product certificates (Food Safety, Hygiene, Product Origin), and purchasing documentations are compliant with legal requirements and group policies.
• Reconcile purchase orders with invoices and delivery receipts, working closely with the Finance/Accounting team for accurate payment processing.

III.  REQUIREMENTS

• Bachelor’s Degree in Business Administration, Supply Chain Management, Hospitality Management, Finance, or a related field.
• Minimum 3–5 years of experience in purchasing/ procurement, specifically within the F&B, Hotel, or Restaurant/ Hospitality sector.
• Strong network of existing local F&B suppliers, fresh produce vendors, and distributors.
• In-depth understanding of F&B commodities, seasonal produce, food safety regulations, and inventory control principles.
• Proven negotiation skills and strong commercial awareness.
• Proficiency in MS Office (Excel, Word) and experience using procurement/ ERP software (e.g., Smile, SAP, Oracle, or specialized F&B POS systems).
• Solid analytical, problem-solving, and decision-making abilities.
• Good command of English (both written and spoken) for international vendor communication and internal reporting.
• High integrity, transparency, and professional ethics.
• Strong communication and interpersonal skills to collaborate effectively with cross-functional teams (Kitchen, Operations, Finance, Vendors).
• Detail-oriented, organized, and capable of handling fast-paced operations under pressure.