Grocer Manager

Role Overview

Manages all procurement, inventory, and vendor sourcing for ZERA — ensuring timely purchasing, cost efficiency, and proper stock control to support daily school operations and event execution. Acts as the single procurement gateway for the school: all purchase requests flow through this role. Reports to the Operation Director (Jared Lee). Currently held by Vern Chong.

Key Responsibilities

• Manage all purchase requests and ensure timely, accurate procurement of goods
• Oversee inventory and stock levels to ensure availability and minimise wastage
• Source and evaluate vendors to ensure quality, pricing, and reliability
• Maintain proper tracking of orders, deliveries, and stock movement
• Ensure cost control and optimise purchasing decisions
• Coordinate with internal teams to support operational and event needs
• Ensure proper storage, organisation, and accountability of supplies
• Monitor and improve procurement and inventory processes continuously

Processes

GM01 — Purchase Request & Procurement

Frequency: as needed (rolling) Approval: the Operation Director (above threshold); autonomous (routine) Tools: purchase request form / vendor database / order tracker Coordinates with: requesting team, Finance, Account, vendors

1. Receive and review purchase requests from teams
2. Verify requirements, quantity, urgency, and intended use
3. Check existing stock before proceeding
4. Source quotations where needed (price/quality comparison)
5. Get approval from the Operation Director if above threshold
6. Place order with selected vendor
7. Track delivery timeline and follow up if delayed
8. Receive goods and verify against order (quantity, condition)
9. Update records and notify the requestor on receipt

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GM02 — Inventory Management

Frequency: ongoing; weekly stock check Approval: autonomous Tools: inventory list / stock log / storage areas Coordinates with: Facilities & Maintenance Executive (storage), all teams (consumption)

1. Maintain inventory list for all supplies and materials
2. Track stock movement (in/out) per item
3. Set minimum stock levels for key items
4. Conduct regular stock checks and reconciliation
5. Identify slow-moving or excess stock
6. Plan replenishment based on usage trends
7. Ensure proper storage and organisation of all items

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GM03 — Vendor Sourcing & Management

Frequency: ongoing; termly review Approval: the Operation Director (new vendors); autonomous (existing) Tools: vendor database / quotation log / performance notes Coordinates with: Operations Manager, Finance

1. Identify potential vendors for each category of supply
2. Compare pricing, quality, and reliability
3. Negotiate pricing and terms where possible
4. Maintain vendor database and contact records
5. Monitor vendor performance (delivery, quality, responsiveness)
6. Replace or improve the vendor pool when performance drops

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GM04 — Delivery & Receiving

Frequency: as needed (per delivery) Approval: autonomous Tools: delivery order / inspection checklist / storage areas Coordinates with: vendors, Facilities & Maintenance Executive

1. Coordinate delivery schedules with vendors
2. Inspect items upon arrival (quantity and condition)
3. Reject or report discrepancies and damaged goods to vendor
4. Confirm receipt and update inventory records
5. Organise items into proper storage locations

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GM05 — Cost Control & Tracking

Frequency: monthly; termly summary Approval: the Operation Director (budget changes) Tools: spending tracker / vendor records / budget sheet Coordinates with: Finance, Account, the Operation Director

1. Track spending across categories on a monthly/term basis
2. Compare actual versus budget where applicable
3. Identify cost-saving opportunities (bulk purchase, alternative vendors)
4. Maintain basic purchase records for reporting
5. Submit periodic cost report to the Operation Director

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GM06 — Operations & Event Support

Frequency: as needed (per event/programme) Approval: Operations Manager (scope); autonomous (execution) Tools: event brief / supply checklist Coordinates with: Operations Manager, Facilities & Maintenance Executive

1. Receive supply requirements for events or programmes
2. Prepare and procure necessary materials in advance
3. Ensure availability of supplies during execution
4. Support ad-hoc purchasing needs as they arise
5. Confirm leftover stock is returned to inventory after the event