[HCM] Procurement Operations Executive

Company Description
4P’s, headquartered in Ho Chi Minh City, Vietnam, operates 40 worldwide restaurants. Our main restaurant, Pizza 4P’s, has 35 stores in Vietnam and manages global franchises like IPPUDO and ABOUT LIFE COFFEE BREWERS. Our core products are food and beverages, specifically pizza, with key differentiators of "House-made cheeses", "Earth-to-people" and "Omotenashi" hospitality.

Pizza 4P’s is an innovative Vietnam-based Japanese Italian pizza restaurant that started in Vietnam with a simple yet powerful mission: “Delivering Wow, Sharing Happiness”. We are known for crafting artisanal pizzas, homemade cheese, and unique East-meets-West flavors while embracing sustainability and community impact at the heart of everything we do. Today, we operate restaurants across Vietnam, Cambodia, Japan, India and Indonesia, and continue to grow with a vision of bringing people together through memorable dining experiences.   

I. ROLE PURPOSE    
The Procurement Operations Executive (Non-Food) ensures a seamless post-contract procurement flow by tracking order deliveries, handling payment requests, and resolving fulfillment or invoicing discrepancies to support smooth store operations and vendor relations.

II. KEY ACCOUNTABILITIES
1. Delivery Tracking & Logistics Coordination    
- Monitor and track order status from PO issuance to final delivery and goods receipt, ensuring suppliers deliver Non-Food items on time and in correct quantities.
- Identify delivery delays, damages, or quality/quantity mismatches and coordinate directly with suppliers, warehouse, and store teams to resolve operational issues promptly.
- Regularly release purchase orders on the SAP system on a bi-weekly basis.

2. Payment Request & Invoicing Management    
- Collect, review, and match all required payment documents to ensure complete accuracy before submission.
- Prepare payment requests in internal systems and liaise with the Finance/Accounting team for timely payment processing to suppliers.
- Resolve invoicing discrepancies, missing documentation, or payment delays through active communication with suppliers and Finance.

3. Supplier Operational Relationship & Performance Management    
- Serve as the main daily contact point for suppliers regarding delivery schedules, payment updates, and routine inquiries.
- Track supplier OTIF delivery rates and service compliance, reporting operational risks or recurring vendor failures to the Sourcing team.

4. System Maintenance & Administrative Compliance    
- Maintain accurate and up-to-date order tracking logs, payment status trackers, and SAP/KF system data.
- Adhere strictly to internal procurement policies, financial control processes, and legal/safety compliance standards.

5. Coordination & Communication    
- Liaise with internal teams, stakeholders, and external suppliers to ensure alignment with operational needs.
- Maintain clear and timely communication with the Procurement Manager (Non-Food) and project stakeholders regarding progress, challenges, and changes.

III. REQUIRED QUALIFICATIONS    
Education Background    
Minimum: Not specified in input    

Minimum Experience Duration    
Fresh graduates or 0–1 year of administrative/operations experience (No prior domain experience required).    

Relevant Experience    
Required: High attention to detail, strong sense of responsibility, proactive mindset, good numerical/Excel skills, and strong problem-solving aptitude to handle unexpected supplier or delivery issues.