Procurement Supervisor

Position Overview

The Procurement Supervisor oversees the sourcing and supply management of green coffee, packaging, ingredients, production consumables, and sales and marketing materials. This role drives supplier performance, negotiates contracts, manages costs, and provides administrative support for green coffee purchasing and contract management, ensuring uninterrupted material availability across Roasting and Cold Brew production. The position enforces disciplined inventory management across green coffee, roasted coffee, packaging, and ancillary sales materials, balancing stock levels and order timing with working capital and margin objectives. Partnering closely with Production Planning, Sales, and Finance, the Procurement Supervisor aligns supply commitments with demand forecasts and production schedules.

Role Priorities
Procurement & Supply Management
● Oversee purchasing of direct materials (ingredients, packaging, labels, co-manufacturing inputs) to support production plans
● Schedule Delivery and administer ordering of Green Coffee held by importers and 3PLs.

● Ensure timely PO placement and delivery of production materials and operating supplies to align with production schedules and inventory targets
● Serve as escalation point for material shortages, expediting needs, or supplier constraints
● Enforce standard procurement processes and approval workflows

Inventory Management & Control
● Continuously assess inventory targets for raw materials, packaging, and ancillary items balancing service level, cash flow, and shelf-life constraints
● Monitor inventory levels, turns, and aging; take action to reduce excess, obsolete, or at-risk inventory
● Set and maintain safety stock, reorder points, and planning parameters in ERP/MRP systems
● Partner with Operations and Finance to maintain and execute cycle count schedules; ensuring accurate inventory levels and valuation

Supplier Management & Cost Control
● Manage and maintain vendor records in the ERP system, ensuring supplier documentation is complete, including reseller certifications and W-9 forms
● Support Accounts Payable to ensure timeliness of Vendor Payments
● Analyze supplier performance and provide reporting related to cost, quality, lead time, and reliability
● Lead and support supplier negotiations, managing pricing, minimum order quantities, freight terms, and service level agreements
● Track and manage purchase price variances, resolve errors and omissions
● Monitor product sales margins and alert leadership to purchase price fluctuations that reduce margins below acceptable levels
● Support annual budgeting, cost-reduction initiatives, and inflation mitigation efforts

Team Leadership & Cross-Functional Collaboration
● Supervise company buyers and/or purchasing administrators, ensuring execution accuracy and accountability
● Train and develop team members on planning logic, inventory management, and ERP usage
● Support continuous improvement initiatives across procurement and planning processes

Systems, Reporting & Compliance
● Ensure accurate purchasing, planning, and inventory data within ERP/MRP systems
● Generate and analyze reports related to demand, inventory, supplier performance, and spend
● Ensure compliance with food safety, regulatory, and internal control requirements
● Support audits and documentation related to suppliers, inventory, and procurement processes

Product Planning & Demand Alignment
● Collaborate with Sales, Marketing, and Operations on New Product planning, launches, promotions, and discontinuations
● Maintain and validate item master data (lead times, MOQs, yields, safety stock parameters) to support accurate planning and Item creation in ERP
● Identify demand or supply risks and proactively recommend mitigation plans

Key Performance Indicators (KPIs)
● Production service level / material availability
● Inventory turns, aging, and obsolescence
● Purchase Price Variance (PPV) vs PO's issued, and vs budget
● Forecast and plan adherence
● Supplier OTIF and quality performance
● PO accuracy and cycle time

Role Requirements
● Bachelor's degree in Supply Chain Management, Operations Management, Business, or related field—or equivalent professional experience
● 4–7 years of experience in procurement or inventory management within CPG or manufacturing
● Direct experience managing cost-of-goods materials, including ingredients, packaging, and co-manufactured products
● Prior experience leading or supervising purchasing or planning staff
● Strong working knowledge of ERP/MRP systems
● Food & Beverage or regulated manufacturing experience

COMPETENCY – KNOWLEDGE, SKILLS, & ABILITIES
● Strong understanding of demand planning, MRP, and inventory optimization
● Proficient in office productivity applications, with advanced skills in Excel or equivalent spreadsheet software
● Analytical mindset with strong cost and margin awareness
● Ability to manage competing priorities in a fast-paced production environment
● Excellent cross-functional communication and leadership skills
● High attention to detail with strong execution discipline
● Excellent interpersonal and communication skills.
● Can breakdown work into process steps; anticipates and adjusts for problems and roadblocks.

Work Environment

Warehouse-type, small office environment: busy, conversationally noisy, tight quarters, sometimes stuffy, dusty, ever-present coffee roasting aroma. Noise level in the work area is typical of most office environments with telephones, personal interruptions, and background noises; in warehouse locations, the noise level may be moderate to loud

Physical Demands
● This position is at times active and requires standing, walking, bending, kneeling, stooping, crouching, crawling, and climbing
● Effective verbal communication skills to convey and receive information and instructions clearly, in person or by phone.
● Visual acuity for detailed work, color recognition, data and document review, equipment operation, and observation of surroundings.
● The employee must frequently lift and/or move items over 25 pounds
● The employee must occasionally lift and/or move items over 50 pounds