The Purchasing and 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
- Bachelor's 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
