Procurement & Store Executive (with Delivery Duties)

Job Summary

Dona Manis Cake Shop is looking for an organised and proactive Procurement & Store Executive to manage the procurement, inventory and stock administration requirements of our bakery operations.

This is primarily a procurement, inventory control and administrative role. The successful candidate will be responsible for ensuring that ingredients, packaging materials and operational supplies are ordered and replenished on time, with accurate records maintained across our operations.

The role requires someone who is able to plan ahead rather than react to shortages. You will be expected to monitor stock levels, understand usage patterns and proactively activate purchase orders and replenishment before stocks reach critical levels.

Delivery and logistics support forms a secondary part of the position, and a valid Class 3/3A driving licence is required.

Key Responsibilities

Procurement & Purchasing

• Manage the day-to-day procurement of ingredients, packaging materials, consumables and other operational supplies.
• Monitor stock levels and proactively place orders before inventory reaches critical or minimum levels.
• Plan purchasing requirements based on historical usage, upcoming production needs, promotions, festive periods and business requirements.
• Prepare and issue purchase orders and maintain proper procurement documentation.
• Liaise closely with suppliers on pricing, availability, lead times and delivery schedules.
• Source alternative suppliers and products when required to ensure continuity of supply.
• Obtain and compare quotations to achieve competitive pricing while maintaining required quality standards.
• Follow up on outstanding purchase orders and ensure supplies are delivered according to schedule.
• Verify supplier invoices, delivery orders and quantities against purchase orders.
• Maintain good working relationships with existing suppliers while identifying opportunities for better pricing, quality or supply arrangements.
• Escalate potential supply shortages, significant price changes or supplier issues to management early.

Inventory & Stock Control

• Maintain accurate records of ingredients, packaging and operational inventory.
• Monitor stock movement and consumption to identify unusual usage, shortages or overstocking.
• Establish and maintain appropriate minimum stock and reorder levels for regularly used items.
• Conduct regular physical stock counts and reconcile discrepancies against inventory records.
• Ensure proper FIFO/FEFO practices for ingredients and perishable items.
• Monitor expiry dates and work with the operations and production teams to minimise wastage.
• Ensure goods are correctly stored according to dry, chilled or frozen storage requirements.
• Receive and inspect incoming goods for quantity, condition and accuracy.
• Maintain organised and clearly labelled storage areas.
• Coordinate stock transfers between production and retail locations where required.

Procurement Administration & Coordination

• Maintain organised procurement, supplier and inventory records.
• Update purchasing and inventory spreadsheets/systems accurately and promptly.
• Maintain supplier price lists, product specifications, contact information and ordering schedules.
• Prepare simple procurement, stock usage and cost reports for management.
• Track changes in ingredient and packaging costs and highlight significant cost increases.
• Coordinate closely with production, retail and management teams to understand upcoming purchasing requirements.
• Maintain documentation including quotations, purchase orders, invoices and delivery orders.
• Support month-end stocktaking and inventory reconciliation.
• Assist management with procurement-related costing and administrative tasks when required.

Delivery & Logistics Support

Delivery is a secondary responsibility of this position and will be carried out as required to support operations.

• Perform scheduled or ad-hoc delivery runs between production and retail locations.
• Transfer ingredients, packaging materials and finished products between locations.
• Collect supplies directly from suppliers when required.
• Carry out urgent purchasing or collection runs for operational requirements.
• Support logistics for events, pop-ups and other company activities when required.
• Ensure products and supplies are transported safely and appropriately.

Requirements

• Minimum 1-2 years of relevant experience in procurement, purchasing, inventory control, storekeeping or supply chain operations.
• F&B, bakery, food manufacturing, FMCG or retail experience is preferred.
• Strong organisational and administrative skills with good attention to detail.
• Demonstrated ability to monitor inventory and proactively initiate replenishment before stock runs low.
• Comfortable managing multiple suppliers, purchase orders and stock requirements simultaneously.
• Able to maintain accurate procurement and inventory records.
• Proficient in Microsoft Excel or Google Sheets experience with inventory or procurement systems is an advantage.
• Good numerical skills and comfortable working with quantities, costs and stock figures.
• Able to communicate and coordinate effectively with suppliers and internal teams.
• Able to work independently and prioritise urgent operational requirements.
• Physically able to handle and move cartons, ingredients and supplies where required.
• Valid Singapore Class 3/3A driving licence required.
• Responsible, punctual and dependable.

Preferred Skills & Experience

• Previous procurement experience within an F&B or food production environment.
• Experience managing both dry and perishable food inventory.
• Familiarity with FIFO/FEFO, stock counts and inventory reconciliation.
• Experience establishing par levels, minimum stock levels and reorder points.
• Experience negotiating with suppliers and sourcing alternative products or vendors.
• Strong Excel/Google Sheets and administrative skills.
• Familiarity with food safety and proper storage requirements.
• Ability to anticipate operational requirements and solve supply issues proactively.

What We Are Looking For

The ideal candidate is someone who is highly organised, systematic and proactive. You should be comfortable taking ownership of procurement and inventory rather than waiting for others to inform you that something has run out.

You will be expected to know what needs to be ordered, when it needs to be ordered and whether sufficient stock is available to support upcoming operations. Strong follow-through, accurate record-keeping and the ability to coordinate across suppliers and internal teams are therefore important for this role.

About Dona Manis Cake Shop

Dona Manis Cake Shop is a Singapore heritage bakery that has been serving customers for more than 30 years. Best known for our signature banana pie and traditional handmade bakes, we started from our original shop at Katong Shopping Centre and have grown while staying true to the craftsmanship and flavours that generations of customers know us for.

Today, Dona Manis is growing beyond our original cake shop through new retail locations, online channels, corporate orders, events and partnerships. As the business expands, we are strengthening our operations and building a team that can help us preserve our heritage while supporting the next stage of growth.

We are looking for dependable, hands-on people who enjoy working in an SME environment, are comfortable taking ownership of their responsibilities and want to grow together with an established local heritage brand.