Job Title: Assistant Purchasing Manager

Department: Procurement
Reporting to: Purchasing Manager
Location: Ballymaguire Foods

Role Purpose

To support the Purchasing Manager in ensuring the timely and cost-effective supply of ingredients, packaging and key indirect materials to Ballymaguire Foods’ production operations. The Assistant Purchasing Manager plays a hands-on role in daily ordering and supplier coordination, while developing capability and constant improvements in forecasting, supplier management and stock control within a fast-paced FMCG food manufacturing environment and build on cost control and efficiency strategies within the department

Key Responsibilities

1) Operational Purchasing & Daily Ordering

• Raise purchase orders for ingredients (ambient, chilled, frozen) and packaging materials (trays, films, boxes, labels, sleeves, pots/lids, soup pots, etc.) based on stock levels, production plans and sales forecasts.
• Support ordering of chemicals and PPE, maintaining agreed stockholding levels in line with usage and compliance requirements.
• Ensure purchase orders are accurate and aligned with lead times, MOQ’s, pricing and supplier agreements.
• Monitor order confirmations and delivery schedules, escalating any risks or delays to the Purchasing Manager.
• Support the Purchasing Manager in coordinating daily priorities across the procurement team, ensuring effective task cover, timely issue escalation, and consistent ways of working.

2) Stock Control & Availability

• Monitor stock levels and report potential risks (low cover, excess stock, short shelf-life exposure).
• Support maintenance of agreed stockholding targets to protect production while minimising waste and obsolescence.
• Work closely with Warehouse and Planning to support stock accuracy and investigate discrepancies where required.

3) Supplier Coordination & Delivery Performance

• Maintain regular contact and manage relationships with suppliers to confirm orders, delivery dates and quantities.
• Track deliveries to ensure materials arrive on time and in full, following up on late or short deliveries.
• Escalate supplier service or quality issues promptly and support corrective actions through cross departmental channels within BMF

4) Forecasting & Planning Support

• Assist in preparing supplier forecasts for ingredients and packaging working with production planning to ensure seamless supply
• Support planning for packaging items such as labels, sleeves, pots and lids, ensuring requirements reflect sales forecasts and promotions.
• Attend planning/forecast meetings as required to support alignment between Sales, Planning and Purchasing and production

5) Systems & Master Data

• Assist with setting up new ingredients, packaging items and suppliers on the system, ensuring data is updated for accuracy at all times
• Maintain purchasing data accuracy to support Planning and Finance by means of weekly / monthly reports

6) NPD & Changeover Support

• Support NPD and Purchasing Manager in sourcing new ingredients and packaging, arranging samples and collecting specifications.
• Assist with purchasing actions linked to new product launches, substitutions and delists.
• Communicate approved ingredient or packaging changes to relevant internal teams to ensure smooth changeovers within agreed timelines

7) Obsolescence & Write-Off Support

• Assist in identifying obsolete or delisting materials (particularly packaging and labels).
• Support reporting of potential write-offs and provide information in advance to Purchasing Manager and Finance as required.

8) Fresh Ordering Oversight

• Keep and overview of daily ordering processes for fresh veg/meat/dairy, ensuring alignment with production demand and short shelf-life requirements.
• Ensure ordering processes reflect new launches, promotions and changes communicated by Sales/Planning.

Key Working Relationships

Internal: Purchasing Manager, Supply Chain, Planning, Sales, Production, NPD, Technical/Quality, Warehouse, Finance
External: Ingredient suppliers, packaging suppliers, indirect suppliers

Measures of Success / KPIs

• Accuracy and timeliness of purchase orders
• Delivery performance
• Stock availability and reduced stock risks
• Accuracy of system data and purchasing records
• Effective support of new launches and changeovers
• Reduced waste and improved stock control discipline

Skills & Experience

Essential

• Extensive Experience in purchasing, buying or supply chain within food manufacturing or FMCG
• Strong organisational skills and attention to detail
• Good communication skills and confidence dealing with suppliers
• Competent in Excel and ERP/MRP systems
• Ability to work in a fast-paced production environment

Desirable

• Experience with chilled/fresh supply chains
• Exposure to packaging procurement and label ordering
• Experience supporting NPD launches or change management

Behavioural Expectations

• Proactive and reliable with strong follow-through
• Detail-focused and process-driven
• Calm under pressure and adaptable to changing priorities
• Collaborative team player with willingness to learn and develop
• Strong sense of accountability
• Strong communication skills.

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