Job Description: Purchasing Specialist (Commissary)

Job Title: Purchasing Specialist Department: Supply Chain / Procurement

Reports To: Purchasing Manager / Commissary Manager

Job Type: Full-time

Job Summary

The Purchasing Specialist is responsible for the timely and cost-effective procurement of raw materials, packaging, and supplies required for the Commissary’s daily production. This role ensures that all ingredients meet food safety and quality standards while maintaining optimal inventory levels to support store distribution.

Key Responsibilities

Sourcing & Vendor Management

• Identify and accredit reliable suppliers for fresh produce, meats, dry goods, and packaging.
• Negotiate pricing, payment terms, and delivery schedules to secure the best value without compromising quality.
• Maintain an updated database of accredited suppliers and backup vendors for critical items.
• Conduct periodic vendor performance reviews based on fill rate, quality, and timeliness.

Ordering & Inventory Control

• Process Purchase Orders (POs) based on production schedules and daily requisition needs.
• Monitor stock levels to prevent stockouts (which halt production) or overstocking (which leads to spoilage).
• Coordinate with the Warehouse/Receiving team to verify that deliveries match PO specifications (quantity, weight, and expiry).
• Resolve discrepancies regarding short-landed, damaged, or rejected goods immediately.

Cost Management & Analysis

• Monitor market price fluctuations of raw materials (especially produce and meat) and recommend forward buying or alternative sourcing when prices spike.
• Conduct regular price canvassing (3-quote system) for non-contracted items.
• Track purchasing variances and report on cost-saving opportunities.

Quality Assurance & Compliance

• Ensure all procured items comply with Food Safety standards and internal quality specifications.
• Collaborate with the QA Officer to handle supplier non-compliance reports (e.g., spoilage, substandard ingredients).
• Ensure suppliers submit necessary permits (e.g., FDA, sanitary permits, meat inspection certificates).

Qualifications

• Education: Bachelor’s degree in Business Administration, Supply Chain Management, Hospitality Management, or a related field.
• Experience: Minimum of 2–3 years of purchasing experience, preferably in a Commissary, Hotel, or Restaurant Group.

Skills:

• Strong negotiation and vendor management skills.
• Proficiency in Inventory Management Systems (ERP/POS back-end).
• Knowledge of food safety standards and shelf-life management.
• High proficiency in Microsoft Excel (for cost analysis and forecasting).