Procurement Officer at Genesis Group

Job Summary

• The Procurement Officer is responsible for ensuring the restaurant has the right ingredients, packaging, equipment, and supplies at the right time, right quality, and right cost.
• This role goes beyond placing orders it requires daily coordination with kitchen teams, demand forecasting based on sales patterns, managing perishable inventory risks, and maintaining strong supplier relationships that can support fast-paced, high-volume service.

Key Responsibilities
Ingredient & Supply Forecasting:

• Review daily and weekly sales trends to anticipate ingredient and packaging needs for each menu category.
• Work closely with the kitchen/operations team to adjust forecasts during menu changes, promotions, or seasonal demand peaks.
• Maintain minimum stock levels for fast-moving items and critical SKUs to avoid service disruption.

Supplier Management & Negotiation:

• Source suppliers capable of meeting strict QSR requirements: consistent quality, rapid delivery cycles, and competitive pricing.
• Conduct weekly check-ins with suppliers to resolve delays, discuss quality issues, and confirm delivery schedules.
• Negotiate pricing, credit terms, and rebates based on volume and long-term partnerships.

Quality Assurance & Compliance:

• Coordinate with kitchen supervisors to conduct random checks on delivered stock (freshness, portion size, packaging integrity, temperature compliance).
• Reject non-conforming products and enforce supplier corrective actions.
• Ensure all vendors meet food safety, hygiene, and traceability standards required by local regulations and brand guidelines.

Inventory & Cost Control:

• Track ingredient yield, wastage trends, and stock variances; escalate irregularities immediately to Operations.
• Review daily inventory reports and approve reorder quantities.
• Work with Finance to monitor price fluctuations and maintain food cost targets.

Operational Coordination:

• Communicate any supply risks to store operations early (e.g., shortages, delivery delays, menu substitutions).
• Support new store openings by coordinating initial stock orders, equipment procurement, and logistics.
• Ensure kitchen teams always have updated information on alternative products or temporary replacements.

Documentation & Systems:

• Maintain accurate purchase records, supplier contracts, and cost updates in the procurement system.
• Monitor expiration dates and batch traceability for perishable items.
• Generate weekly procurement performance reports (cost movements, supplier reliability, stock turnover).
• Zero stockouts of core menu items during peak hours.
• Consistent product quality across all deliveries.
• Controlled food cost within target ranges.
• Reliable supplier performance with minimal last-minute escalations.
• Increased operational efficiency through proactive forecasting.

Requirements

• 2–4 years in procurement, preferably in QSR, hospitality, FMCG, or food distribution.
• Strong understanding of perishable goods handling, cold chain requirements, and food safety standards.
• Experience with inventory or procurement software (e.g., MarketMan, SAP, Oracle, internal POS/IMS).
• Strong negotiation skills and vendor management experience.
• Ability to work in a high-pressure, time-sensitive environment with multi-shift operations
• Attention to detail with a practical, operations-minded approach.
• Quick decision-making and problem-solving skills.
• Strong communication between supplier, kitchen, finance, and operations teams.
• Agility to manage sudden changes in demand or supplier availability.