Procurement, Logistics & Admin Executive

We are seeking a proactive, organised, and detail-oriented Procurement, Logistics & Admin Executive to support the daily operations of our halal doughnut business. The successful candidate will be responsible for procurement, supplier management, inventory control, logistics coordination, and operational administration to ensure smooth supply chain operations across our central kitchen and retail outlets. The role plays an important part in ensuring cost efficiency, timely deliveries, halal compliance, product quality, and operational continuity.

2. Key Responsibilities

A. Procurement &Supplier Management (30%)

• Source, evaluate, and coordinate with suppliers for ingredients, packaging materials, consumables, and operational supplies.
• Manage daily and weekly purchasing requirements based on production forecasts and outlet demand.
• Prepare purchase orders (POs), monitor order fulfilment, and ensure timely delivery.
• Negotiate competitive pricing, payment terms, and delivery arrangements with suppliers.
• Monitor ingredient and packaging costs and identify opportunities for cost savings.
• Maintain an updated supplier database, price lists, and purchasing records.
• Coordinate with the Finance team to verify supplier invoices, delivery orders, and purchase orders.
• Ensure all ingredients and materials meet company quality standards and halal requirements.
• Maintain updated halal certificates and relevant supporting documents from suppliers.

B. Inventory &Stock Management (25%)

• Monitor stock levels for raw materials, packaging, and operational supplies.
• Coordinate inventory replenishment to prevent stock shortages and production interruptions.
• Maintain accurate inventory records and conduct regular stock reconciliations.
• Implement FIFO (First-In, First-Out) and FEFO (First-Expired, First-Out) stock rotation practices.
• Monitor product expiry dates, stock wastage, and slow-moving inventory.
• Coordinate monthly stock counts with central kitchen and outlet teams.
• Investigate inventory discrepancies and recommend corrective actions.
• Establish minimum and maximum stock levels for critical ingredients and packaging materials.

C. Logistics &Delivery Coordination (25%)

• Plan and coordinate daily distribution of doughnuts, ingredients, and packaging materials between the central kitchen, warehouse, and retail outlets.
• Liaise with delivery drivers, third-party logistics providers, and outlet managers to ensure timely deliveries.
• Prepare and maintain delivery schedules, delivery orders, and dispatch records.
• Optimise delivery routes and schedules to improve efficiency and control transportation costs.
• Monitor delivery performance and resolve delays, shortages, or discrepancies.
• Coordinate urgent stock transfers and emergency replenishment requests.
• Ensure proper handling, storage, and transportation conditions to maintain food safety and product quality.
• Support logistics arrangements for festive campaigns, promotional activities, and new outlet openings.

D. Administration& Reporting (15%)

• Maintain accurate procurement, logistics, inventory, and supplier documentation.
• Prepare weekly and monthly operational reports, including purchasing expenses, inventory levels, wastage, and delivery performance.
• Assist with invoice verification, payment documentation, and supplier account reconciliation.
• Maintain proper filing systems for purchase orders, delivery orders, invoices, and halal documentation.
• Support operational administrative tasks, including coordination with outlets and internal departments.
• Assist in developing and improving standard operating procedures (SOPs).
• Coordinate with Finance, Production, Retail Operations, and other departments on operational requirements.

E. Halal Compliance& Food Safety Support (5%)

• Ensure purchased ingredients, packaging, and consumables comply with the company's halal assurance requirements.
• Maintain updated supplier halal certifications, ingredient specifications, and traceability records.
• Support compliance with MUIS halal certification requirements and the company's Halal Quality Management System (HalMQ).
• Coordinate with the designated Halal Team on new ingredient approvals and supplier changes.
• Assist with halal audits, documentation reviews, and corrective actions.
• Ensure any substitution of ingredients or suppliers follows the company's halal approval procedures.