Position Summary

The Procurement Executive owns BTI Uniforms’ procurement function end to end and is directly accountable for the cost and margin performance of everything the business buys. This includes ready-made stock garments sourced from established brands such as Fruit of the Loom and similar manufacturers, the raw materials and consumables used in in-house manufacturing, embroidery and print decoration inputs, and outsourced goods and services. This is a commercial role, not an administrative one. The primary objective is to reduce landed costs, protect and improve gross margins, free up cash tied in stock, and build a reliable, competitively priced supplier base.

The role runs the full procurement cycle — from purchase request through sourcing, RFP, negotiation and vendor onboarding, to placing orders with suppliers, costing incoming goods, and verifying receipt. The Procurement Executive personally places purchase orders with brand suppliers and is accountable for calculating the full landed and decorated cost of every consignment — garment cost plus freight, duty, handling and the branding (embroidery and print) applied in-house — ensuring that accurate cost data flows into pricing, quoting and tender decisions. The role works closely with the Finance, Logistics, Warehouse, Production and Sales functions, and supervises junior purchasing staff.

Reporting Line & Key Relationships

Reports to: CEO

Works closely with: Finance — costings, payment terms and supplier accounts; Logistics & Warehouse — inbound freight, lead times and goods receipt; Sales — quote and tender cost inputs; Production — in-house manufacturing requirements.

Role Objectives

The role exists to deliver the following commercial outcomes:

Reduce the total landed cost of purchased goods without compromising quality or lead time.
Protect and improve gross margin through disciplined cost control and supplier benchmarking.
Improve cash flow by reducing excess and dead stock and negotiating better payment terms.
Professionalise the supplier base — fewer, stronger, more competitive suppliers.
Ensure every purchase is costed accurately and fully traceable in Shireburn.

Key Responsibilities Cost & Margin Management

Calculate the full landed cost of stock garments and materials — product cost, freight, duty and handling — and the decorated cost once in-house embroidery or print is applied, maintaining accurate cost data in Shireburn.
Benchmark brand-supplier pricing regularly (e.g. across Fruit of the Loom and equivalent ranges) and challenge any cost increases with evidence.
Identify cost-reduction and sourcing-arbitrage opportunities across product categories and brands.
Understand which costs feed which client segment and protect the economics of in-house manufacturing rather than defaulting to the cheapest external option, preserving BTI’s pricing and margin structure.
Provide accurate, up-to-date cost inputs to support pricing, quotations and margin calculations.
Flag products, brands or categories where rising costs are eroding margin and recommend corrective action.

Sourcing & Supplier Management

Collect and review purchase requests from all departments and define the best procurement solution for each.
Manage and develop relationships with brand suppliers (such as Fruit of the Loom and equivalent garment manufacturers), keeping BTI on the best available trade terms, ranges and stock availability.
Research, identify and qualify new suppliers — local and international — to improve cost, quality, lead time or reliability.
Prepare and issue Requests for Proposals (RFPs), ensuring requirements are clearly and completely specified.
Evaluate proposals on total cost, quality, lead time and reliability — not headline price alone — and shortlist accordingly.
Onboard new vendors, ensuring all documentation, terms and compliance requirements are completed.

Negotiation & Contracts

Negotiate price, payment terms, delivery terms and service levels to secure the best total outcome for BTI.
Treat payment-term improvements as a deliberate lever to protect cash flow.
Draft and finalise supplier agreements in line with company policy.
Resolve pricing, quality or delivery disputes with suppliers promptly and firmly.

Ordering & Goods Costing

Place and issue purchase orders with brand and other suppliers, confirming specification, price, quantity, delivery terms and delivery dates.
Ensure no order is placed without clear, validated costing approved within the approval limits.
Calculate the full landed cost of every incoming consignment — garment or material cost, freight, duty, handling and currency — and record it accurately in Shireburn.
Establish the decorated cost of finished items by adding in-house embroidery and print costs, so the true cost of each saleable product is known.
Reconcile supplier invoices against purchase orders and agreed pricing, and resolve discrepancies before payment.
Track open orders and expedite where needed to protect lead times and avoid stock-outs.

Procurement Process & Order Flow

Maintain a disciplined, traceable procurement process from request through to receipt.
Coordinate the receipt of goods and services and verify them against purchase orders and specifications.
Ensure goods received are correctly booked in and any shortfalls or defects are raised with the supplier promptly.

Inventory, Logistics & Cash Flow

Work with Logistics and Warehouse to optimise inbound freight cost, shipment consolidation and lead times.
Classify stock — fast-moving, contract-backed, slow-moving, dead — and keep purchasing aligned to genuine demand.
Identify slow-moving and dead stock and support liquidation; ensure new stock is either fast-moving or contract-backed.
Right-size order quantities to balance price breaks against cash tied up in inventory.

Tender & Quotation Support

Provide complete, accurate cost breakdowns to support tender submissions and large client quotations.
Secure supplier pricing and availability confirmations needed to cost tenders with confidence.
Build appropriate risk and contingency buffers into costings.

Systems, Reporting & KPIs

Maintain accurate supplier, cost and purchase-order data in Shireburn.
Prepare and present a weekly procurement and operations report pack for the weekly management meeting, including: pending Sales Orders, Purchase Order status (open, overdue, expedited), Production status, and Embroidery and print status.
Extend the weekly pack with supporting reports as useful — for example incoming-goods and goods-received, stock and dead-stock position, supplier on-time delivery, and any cost or price movements affecting margin.
Use the weekly report to flag risks early — late orders, stock-outs, capacity bottlenecks or cost increases — with a clear recommended action for each.
Monitor and report procurement KPIs, identifying trends and areas for improvement.
Recommend and implement process improvements that increase procurement efficiency.

Qualifications & Experience

Bachelor’s degree in Business Administration, Supply Chain Management, Procurement or a related field.
Minimum of 3–5 years’ experience in procurement or supply chain management.
Proven track record of delivering cost savings and supplier improvements.
Proficiency in Shireburn (or a comparable ERP), with strong working knowledge of Microsoft Excel.
Experience working with international suppliers, freight and import processes is an advantage.

Skills & Competencies

Strong commercial and numerical ability — comfortable with landed-cost and decorated-cost calculations, margins and supplier pricing.
Strong negotiation and communication skills.
Excellent analytical and problem-solving ability.
Detail-oriented, accurate and well-organised.
Able to manage multiple priorities and work to deadlines.
Strong interpersonal skills; able to build and maintain professional supplier and internal relationships.
Confident preparing and presenting clear weekly reports to management.
Able to work independently and as part of a team.

Additional Requirements

Familiarity with relevant industry standards, import regulations and procurement compliance.
Fluency in English; Maltese is an advantage. Based in Malta with the right to work locally.
A continuous-improvement mindset — always looking for a better cost, term or process.

Procurement Executive

Job Description