The posting
We are looking for an experienced and highly motivated Procurement Coordinator to oversee and manage the company’s overall procurement operations.
The successful candidate will be responsible for sourcing, purchasing, negotiating and managing suppliers for our central kitchen operations, catering events, wedding functions, live food stations and event equipment.
The candidate must ensure that all procurement activities are carried out efficiently, cost-effectively and professionally while maintaining high standards of quality, food safety and operational readiness.
Key Responsibilities
1. Central Kitchen Procurement
- Oversee procurement of daily groceries, fresh produce, meat, poultry, seafood, spices, rice and other food ingredients.
- Ensure sufficient stock availability for daily kitchen operations and large-scale catering orders.
- Identify reliable suppliers offering competitive prices and consistent product quality.
- Monitor market prices and negotiate favourable purchasing terms.
- Ensure timely delivery of groceries and ingredients to the central kitchen.
- Maintain proper inventory records and monitor stock movement.
2. Kitchen Equipment & Supplies
- Manage procurement of commercial kitchen equipment, including industrial cooking appliances, biriyani cooking equipment, food preparation machinery, chillers, freezers and storage equipment.
- Source stainless steel tables, kitchen racks, exhaust systems and other kitchen infrastructure.
- Compare quotations, specifications, warranties and supplier service agreements.
- Coordinate equipment purchases, installation, maintenance and replacement.
3. Catering & Event Equipment Procurement
- Manage purchasing and sourcing of catering equipment required for corporate events, weddings, private functions and large-scale catering operations.
- Procure buffet tables, chafing dishes, food warmers, serving utensils, crockery, cutlery and other catering essentials.
- Ensure sufficient equipment availability for multiple events happening simultaneously.
- Coordinate equipment maintenance, repairs and replacement.
4. Live Station Equipment Procurement
- Source and procure specialised live cooking station equipment.
- Manage procurement of live biriyani counters, dosa stations, parotta stations, grills, tandoor equipment and other live food preparation setups.
- Ensure equipment is suitable for both indoor and outdoor event operations.
- Coordinate custom fabrication and equipment requirements for specialised wedding and corporate events.
5. Catering Operations & Procurement Coordination
- Work closely with the kitchen management, chefs, event managers and catering operations team.
- Understand upcoming event requirements and prepare procurement plans in advance.
- Ensure all groceries, equipment and materials are available before the scheduled events.
- Coordinate logistics, transportation and delivery schedules.
- Support procurement planning for large-scale weddings, corporate catering and exhibitions.
- Prevent shortages, unnecessary purchases and operational disruptions.
6. Supplier & Vendor Management
- Establish and maintain strong relationships with suppliers, wholesalers, manufacturers and equipment vendors.
- Negotiate pricing, payment terms, credit facilities and delivery arrangements.
- Evaluate supplier performance based on quality, reliability and pricing.
- Develop alternative supplier networks to minimise procurement risks.
- Resolve supplier disputes, delivery delays and quality-related issues.
7. Cost Control & Budget Management
- Prepare procurement budgets and monitor purchasing expenditure.
- Identify opportunities to reduce food costs, equipment costs and operational expenses.
- Compare quotations and obtain management approval for major purchases.
- Monitor wastage, overstocking and unnecessary expenditure.
- Prepare monthly procurement cost reports for management review.
8. Procurement Administration & Reporting
- Maintain purchase orders, invoices, delivery orders and supplier quotations.
- Ensure proper documentation for all procurement transactions.
- Implement a structured purchasing and approval process.
- Prepare weekly and monthly procurement reports.
- Maintain accurate inventory and supplier databases.
- Ensure compliance with company procurement policies and applicable food safety requirements.
Requirements
- Minimum 5–8 years of relevant experience in procurement, preferably within the F&B, catering, hospitality or events industry.
- Strong knowledge of food ingredient sourcing and commercial kitchen equipment.
- Experience managing large-scale procurement and multiple suppliers.
- Good negotiation, communication and vendor management skills.
- Strong understanding of inventory control, cost management and budgeting.
- Ability to manage urgent procurement requirements and tight event deadlines.
- Proficient in Microsoft Excel and procurement/inventory management systems.
- Highly organised, independent and capable of managing a procurement team or function.
Key Performance Indicators (KPIs)
- Achieve competitive procurement pricing and measurable cost savings.
- Maintain uninterrupted availability of groceries and essential supplies.
- Ensure 100% readiness of required procurement items before scheduled events.
- Minimise food wastage, equipment losses and unnecessary purchases.
- Maintain accurate procurement and inventory records.
- Build a reliable network of suppliers and vendors.
- Ensure timely delivery and fulfilment of all procurement requirements.
Expected Role
The Procurement Coordinator will play a key role in managing and strengthening the company’s entire procurement function, ensuring that the central kitchen, catering operations, wedding events and live stations are fully supported with the necessary groceries, equipment and supplies.
The candidate is expected to take ownership of procurement planning, supplier negotiations, cost control and operational coordination while reporting directly to management.
