PURCHASING ASSISTANT

Role Overview

Procurement Coordination

• Source and order food, beverage, and non-food items based on approved requisitions.
• Liaise with suppliers to confirm availability, pricing, and delivery schedules.
• Ensure purchases comply with company policies and budget guidelines.

Records and Supplier Management

• Prepare accurate purchase orders and maintain records of supplier contracts, quotations, and delivery notes.
• Track procurement logs and follow up on pending orders.
• Support supplier performance evaluation and maintain an updated approved vendor database.
• Communicate with suppliers about order status, discrepancies, and returns.

Inventory Support

• Coordinate purchasing with the Stock Controller based on inventory levels and consumption trends.
• Monitor stock availability and assist with reorder planning to avoid shortages or overstocking.
• Participate in monthly inventory counts and reconciliation processes.

Compliance and Collaboration

• Ensure procurement activities comply with internal control procedures.
• Prepare procurement reports for Finance and Operations and support audits with relevant documentation.
• Work with chefs, bar managers, finance staff, and operations teams to understand purchasing needs.
• Provide administrative support to the Purchasing Officer and contribute to process improvements.

Qualifications

• Diploma or Bachelor's degree in Business Administration, Supply Chain Management, Hospitality Management, or a related field.
• Two to three years of purchasing or procurement experience, preferably within hospitality, restaurants, or food and beverage.
• Experience purchasing food and beverage products, alcoholic beverages, kitchen supplies, and operational requirements.
• Familiarity with procurement and inventory management systems such as FMC, Adaco, and Supy.
• Supy system experience is an advantage.
• Proficiency in Microsoft Office, particularly Excel.
• Strong organizational, communication, negotiation, problem-solving, and attention-to-detail skills.

Additional Duties