Procurement & Inventory Manager

Role & Responsibilities

Procurement :

1. Purchase all raw materials needed for production timber, wood, hardware, fittings, adhesives, paints and finishing materials.
2. Purchase musical instruments based on previous sales data.
3. Purchase all packing materials cartons, tape, labels, bubble wrap and bags.
4. Find and develop new suppliers. Negotiate prices, payment terms and delivery timelines.
5. Create purchase orders and follow up with suppliers until the material is received.
6. Track all pending orders and follow up on late deliveries before they affect production.
7. Prepare a purchase report before every major purchase.

The purchase report must include:

• Current stock
• Consumption rate
• Reorder point
• Quantity required
• Price comparison from different suppliers

No purchase should be made without this report. All purchases require approval from the Director.

8. Maintain a supplier-wise rate history so that changes in prices can be tracked over time.

9. Procurement background with exposure to Chinese suppliers will be an added advantage

Inventory

1. Conduct a physical inventory count every two weeks across all storage areas — basement, first floor and second floor.
2. Physically check the warehouse and count the stock accurately. Do not estimate quantities.
3. Match the physical stock count with the inventory tracker and investigate every difference.
4. Maintain reorder points for all important items and flag items that are getting close to the reorder level.
5. Coordinate with the production and dispatch teams regarding material shortages, issues and receipts.

Records

1. Record every material receipt in the inventory system on the same day it arrives.
2. Maintain supplier records, rate lists, purchase history and pending order status.
3. Support month-end stock counting, closing and reporting.

Preferred Candidate Profile

• 4–5 years of experience in purchase, procurement or store management, preferably in a manufacturing company.
• Strong knowledge of Excel and Google Sheets — VLOOKUP, Pivot Tables, filters and formulas. You will be tested on these.
• Procurement background with exposure to Chinese suppliers will be an added advantage
• Able to prepare a clear purchase justification report, rather than simply placing orders.
• Comfortable working on the warehouse floor and physically counting stock.
• Strong negotiation skills and confidence when dealing with suppliers.
• Very detail-oriented — an incorrect stock count can result in an incorrect purchase.
• Basic working knowledge of GST, purchase invoices and e-way bills.