Procurement Specialist

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 will report to the Founders of the company and top Management. 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. A Vendor & Inventory Specialist is expected to have knowledge of supplies carried throughout all process. Furthermore, they are expected to use sound judgement when evaluating requests for supplies and equipment that are outside of routine ordering processes. If you are a motivated individual with strong vendor and supply chain management skills, we encourage you to apply for this position.

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.

· Serve as the primary liaison by approving orders submitted by managers.

· Calculate projected inventory for promotional items:

o Existing products: 2 weeks in advance.

o 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 stock out date in order to request replenishment as needed.

· Use usage data from the kitchen application to project stockout dates, especially for discontinued items.

· Monitor industry trends, competitor activity, and customer feedback to identify new product opportunities.

Vendor Relations & Product Sourcing

· 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.

· 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.

· Recommend new vendors and products to expand catalog offerings and enhance customer satisfaction.

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.

· 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, 40 hrs. per week Available

· In-person

Schedule Requirement:

· 8 hours shift

· 8:30 am 5:30 pm – 1 hr. break

· Able to work Holidays / occasional weekend

· Up to 40 hours per week; occasional overtime with approval

· DaVien Head Quarters, DaVien stores as needed.

Education:

· Associate's degree / General Education

· Certifications

· High School / GED

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 Average Monthly Usage (AMU), sales forecasts, usage data, & vendor reports.

· Proactive, self-motivated, and capable of managing multiple projects and deadlines.

· 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:

· Sick leave is accrued from your first day

· PTO available 80 hrs. /10 days (Full-Time only)

· Medical, Dental & Vision

· Employee discount

· Opportunities for advancement

· Complimentary drinks

· Team bonding/Company holiday events

· Paid training

· Paid Holidays (Full Time Only)

Compensation:

· Range: $28- $32 per hour

· Sick Pay / 40 hrs. per year

· PTO 80 hrs./ for the year

· Mileage Reimbursement

Job Type: Full-time

Pay: $26.00 - $40.00 per hour

Expected hours: 40 per week

Benefits:

• Dental insurance
• Employee discount
• Flexible spending account
• Health insurance
• Paid time off
• Parental leave
• Vision insurance

Work Location: In person

Salary : $26 - $40