Group Procurement & Supply Chain Senior Executive (Cost Control)

Established in 2019, Gaia Lifestyle Holdings Pte. Ltd. is a Food and Beverage (F&B) and Shared Services Company managing F&B Operations as well as providing support services to a rapidly growing Group of Companies in multiple industries comprising concert/live shows management and promotions, F&B, hospitality, and real estate management. Gaia Lifestyle Holdings Pte. Ltd. regularly measures and improves process quality, examines, and applies best industry practices, identifies new and advanced technological implementations as well astrains and develops our employees to keep them relevant.

The Group Procurement & Supply Chain Senior Executive & Cost Control is primarily responsible for day‑to‑dayprocurement duties, including purchase order processing, inventory control, supplier price management, and system accuracy within NetSuite.

The role utilises procurement systems to manage data accuracy, reporting, and administrative tasks. The incumbent is expected to be detail‑oriented, organised, and capable of supporting procurement operationsefficiently in a multi‑entity environment.

Job Responsibilities

Procurement Operations

• Issue and manage daily purchase orders in NetSuite, ensuring accuracy and timely approval
• Follow up closely on supplier deliveries, resolving delivery shortfalls, delays, damages, or errors with suppliers and operations
• Liaise with outlets to support daily food supply requirements and operational needs
• Source new or replacement food items as required to support menu offerings and availability

System & Data Management (NetSuite)

• Maintain accurate item master data in NetSuite, including item code creation, price updates, and supplier onboarding
• Ensure proper posting of Goods Receipts and invoices to support accurate inventory and financial reporting
• Maintain discipline in system usage to ensure procurement and inventory data integrity

Inventory Management & Stock Take

• Coordinate and support monthly inventory stock takes in collaboration with Operations and Finance
• Prepare and manage stock take templates, consolidate outlet submissions, and support month‑endinventory closing 
• Work closely with the Finance Controller on inventory reconciliation, variance analysis, and reporting
• Monitor inventory levels and proactively flag slow‑moving, excess, or at‑risk stock, including perishables and beverages
• Track and monitor consignment and sponsorship items within inventory to ensure accurate recording and reporting

Quotation, Pricing & Negotiation Support

• Obtain, review, and manage supplier quotations, ensuring proper comparison and approval prior to award before item is created in the system
• Conduct price comparisons and support negotiation of food price increases, working to mitigate cost impact
• Ensure cost savings due diligence is done at all times
• Ensure approved pricing is accurately reflected and updated in NetSuite with proper documentation

Tender & Sourcing Support

• Assist in annual tenders for perishables and grocery categories, including data preparation and cost comparison
• Support evaluation of supplier proposals based on pricing, reliability, and supply capability
• Assist in supplier reviews and re‑sourcing initiatives as required even for Non-food items when needed

Vendor Management

• Assist in building and maintaining effective working relationships with suppliers
• Support negotiation of commercial terms and monitor supplier performance
• Assist in vendor performance reviews and ongoing supplier management activities

Cross‑Functional & Compliance Support

• Coordinate with End Users and Finance on procurement, inventory, and delivery‑related matters
• Ensure procurement activities comply with internal SOPs, audit requirements, hygiene, halal (when needed), and regulatory standards
• Support audit processes by maintaining proper documentation and records

Administrative & Ad‑Hoc Support

• Prepare procureme'rts and supporting schedules when required
• Perform other procurement‑related duties as assigned by the Reporting Manage & HOD

Requirements

• Minimum 1–3 years of relevant procurement or supply chain experience, preferably in food, F&B, or hospitality
• Candidate must possess at least a Diploma or equivalent
• Strong working knowledge of food and perishable categories
• Experience using ERP / procurement systems (NetSuite experience is an advantage)
• Good understanding of procurement processes, inventory control, and price negotiation
• High attention to detail, especially in system data, stock accuracy, and documentation
• Ability to coordinate effectively with Operations, Finance, and suppliers
• Proficient in Microsoft Office (Excel in particular)
• Positive attitude, reliable, and able to work in a fast-paced operational environment