Procurement Specialist

Job Description

Job Description

About Our Company:

At Da Vien Coffee, we are passionate about bringing the richness of Vietnamese coffee to the world while delivering exceptional experiences beyond the cup. Rooted in tradition, our high-quality coffee beans are handpicked from our hometown farms, offering authentic rich bold coffee. We are looking for Fun, Energetic, and Hardworking Team Members to join our Da Vien Coffee Chain.

Job Description:

The Procurement Specialist oversees end-to-end inventory processes, vendor coordination, product sourcing, and forecasting across all Da Vien Coffee locations. This role ensures accurate item costing, optimized ordering schedules, strong vendor relationships, consistent supply levels for promotions, and data-driven inventory forecasting. The position works cross-departmentally with Store Operations, Warehouse Teams, R&D, Finance, and Vendors to maintain product availability, reduce waste, and support business growth and new store openings.

Responsibilities, Abilities & Skills:

Inventory Management

• Update all existing item costs and calculate new item costs for incoming products.
• Conduct monthly audits pricing to ensure accuracy and identify discrepancies.
• Maintain and update inventory sheets for all locations.
• Build out new location inventory sheets and link them to store templates.
• Update Sysco Order Guides for all stores.
• Approve orders submitted by managers.
• Calculate projected inventory for promotional items:
  • Existing products: 2 weeks in advance.
  • New products: 4–6 weeks in advance.
• Notify vendors regarding stock-up needs or new ingredient sourcing based on forecasts.
• Create, manage, and review purchase orders and vendor agreements.
• Create and update SOPs for vendor ordering processes.
• Review monthly Sales Forecast Reports and request manual adjustments.
• Review weekly inventory alert reports to replenish low stock food items.
• Review inventory forecast sheet to keep track of stockout date in order to request replenishment as needed.
• Use usage data from the kitchen application to project stockout dates, especially for discontinued items.

Vendor Relations

• Set up vendor accounts for new store openings.
• Request product samples and quotes for R&D and Production teams.
• Assist with vendor consolidation initiatives.
• Follow SOP to request credits for spoilage or shortages.
• Initiate new product requests and process discontinuation of outdated items.

Product Sourcing

• Research and evaluate new vendors based on management needs.
• Create vendor questionnaires and document responses for vendor assessment.
• Follow up with vendors on all sourcing or sampling requests.
• Review purchase contracts for accuracy, compliance, and competitiveness.
• Participate in product pricing negotiations to secure favorable terms.

What we expect from you:

• Strong organizational skills with the ability to prioritize tasks effectively
• Proficient in clerical duties and administrative functions.
• Experience in project coordination with a focus on meeting deadlines.
• Ability to multi-task and detail oriented – Punctuality with keen attention to detail
• Expertise in calendar management, particularly with Outlook Calendar.
• Excellent verbal and written communication skills.
• Must be dependable and reachable after-hours for work-related emergencies
• Ability to maintain confidentiality and handle sensitive information with discretion.
• Strong attention to detail and problem-solving abilities
• Computer Skills, SharePoint, Microsoft Office 365.

Job Type:

• Full-time, Exempt
• Location: In-person at Da Vien Head Quarters & Da Vien stores as needed.
• Must be reasonably reachable on weekends and holidays for emergencies

Education:

• High School Diploma or GED required
• Associate's or Bachelor's degree in Business Administration, Supply Chain Management, Procurement, Operations, Accounting, or a related field preferred.

Experience :

• 2–5 years of experience in inventory management, procurement, supply chain operations, OR vendor management (food industry experience is a strong plus).
• Strong understanding of foodservice distribution (Sysco, Webstaurant, Amazon Business, warehouse systems) is preferred.
• Excellent forecasting and analytical skills with proficiency in Excel/Sheets.
• Ability to interpret AMU, sales forecasts, usage data, and vendor reports.
• Strong communication and negotiation skills.
• Highly organized, detail-oriented, and able to manage multi-location operations.
• Ability to create SOPs and process documentation.
• Experience reviewing contracts and vendor agreements preferred.

Benefits:

• PTO accrued from your first day
• Medical Benefits
• 401K
• Monthly bonus based on performance/store sale
• Employee discount
• Opportunities for advancement
• Complimentary drinks
• Team bonding/Company holiday events
• Paid training
• Paid holidays

Compensation:

• Range: $76,000 - $90,000 per year
• Sick Pay: 40 hour per year
• PTO: 80 hours per year