Purchasing Manager

Core Responsibilities

1. Ordering & Procurement (All Departments)

· Manage and execute ordering processes across all departments:

o Food & Beverage: Daily ordering based on consumption, par levels, and kitchen needs.

o Art & Craft: Twice a week based on activity plans and project requirements.

o Events: As needed per event order or production brief.

o Retail & Toys: As required based on sales performance, stock levels, and seasonality.

o Playground, Non-Food & Consumables: Weekly or ad hoc (e.g., cleaning supplies, hygiene products, disposable packaging).

o Office & Support Functions: Weekly or upon request (e.g., water, stationery, office tools).

· Ensure all orders are placed only with approved suppliers and documented in a centralized Order Tracking Sheet, noting:

o Date of request and placement

o Responsible department and person

o Delivery status

o Comments or discrepancies

2. Receiving & Quality Control

· Coordinate with suppliers to ensure timely delivery and accurate quantities.

· Physically verify all deliveries upon arrival for:

o Quantity and item match to PO

o Quality and freshness (where applicable)

o Damage or expiration issues

· Record and file Goods Received Notes (GRNs) and immediately report discrepancies to the Group Cost Controller.

3. Supplier Management

· Maintain a comprehensive and regularly updated approved supplier list.

o Minimum of three suppliers per item must be listed and benchmarked.

o Choose suppliers based on best value (price, quality, reliability).

· Regularly review, evaluate, and renegotiate supplier contracts and pricing.

· Work closely with Finance and Cost Control on supplier audits and cost-reduction initiatives.

4. Inventory & Storage Management

· Oversee and manage both Al Quoz Warehouse and B2 Storage, ensuring:

o Accurate tracking of all incoming and outgoing stock

o Clear and logical organization of inventory

o Proper categorization and labeling

o Clean, secure, and compliant storage conditions

· Maintain and update daily stock movement logs and real-time digital inventory sheets.

· Implement FIFO practices and monitor expiry-sensitive items (e.g., perishables, craft materials).

· Conduct weekly spot checks and support monthly physical inventory counts across:

o F&B

o Art & Craft

o Retail / Toys

o Playground

o Non-Food and Office Supplies

· Investigate and report any stock variances or inconsistencies.

5. Systems & Reporting

Weekly Tasks:

o Input staff meal consumption in Syrve/system

o Input wastage data into the system

o Post purchase invoices into Syrve & AutoEntry with proper categorization

o Submit and reconcile petty cash reports with receipts and justifications

· Monthly Tasks:

o Support the month-end inventory count process

o Ensure all supporting documents (POs, GRNs, invoices) are stored and backed up digitally

o Coordinate with finance for budget alignment and cost variance explanations

Skills & Competencies Required

· Strong organizational and time-management skills

· High attention to detail, particularly in cost, quantity, and quality

· Proficiency in procurement and inventory systems (Syrve, AutoEntry, Excel)

· Solid negotiation and vendor management capabilities

· Clear communication with cross-functional teams

· Ability to work under pressure and manage multiple priorities

Job Types: Full-time, Permanent

Pay: AED1.00 per hour