The Purchasing Admin Assistant supports seamless procurement and administrative operations by ensuring the timely and cost-effective sourcing of quality food and beverage supplies, maintaining accurate and organized documentation, and fostering strong coordination with suppliers and internal stakeholders.

Procurement and Sourcing

Assist in sourcing and purchasing food, beverages, and operational supplies
Prepare and process Purchase Requests (PR) and Purchase Orders (PO)
Canvass and compare supplier quotations to ensure cost efficiency
Coordinate with suppliers on pricing, availability, and delivery schedules
Monitor order status to ensure timely delivery

Supplier and Inventory Coordination

Maintain and update supplier database and accreditation documents
Track consumption trends to prevent shortages or overstocking
Ensure compliance with company procurement policies and procedures

Documentation and Reporting

Maintain accurate and organized filing of procurement documents (PRs, POs, invoices, delivery receipts)
Encode and update procurement data and monitoring files

Administrative Support

Coordinate with the Finance team for billing and payment processing
Provide general administrative and purchasing support as needed

Ad Hoc Tasks

Perform other duties that may be assigned individually or as part of a team or committee

Qualifications

Bachelors degree in Business Administration, Supply Chain Management, or any related field
Minimum of 1 year of experience in purchasing (preferably F&B) and administrative support
Knowledge of basic procurement processes, supplier coordination, and inventory monitoring
Proficient in Microsoft Office (Excel, Word) and Google Workspace (Sheets, Docs)
Strong organizational and documentation skills with high attention to detail
Good communication and interpersonal skills for supplier and internal coordination
Basic negotiation skills with the ability to compare costs and evaluate supplier quotations
Ability to manage multiple tasks, prioritize workload, and meet deadlines
High level of integrity and ability to handle confidential information

Purchasing Assistant