PURCHASING ASSISTANT

The Purchasing Assistant supports the procurement operations of the restaurants' by ensuring timely and accurate purchasing of goods and services. This role involves coordinating with suppliers, maintaining purchase records, and assisting in inventory planning. The Purchasing Assistant works closely with the kitchen, bar, and finance teams to ensure that all procurement activities align with operational needs and company standards.

Key Responsibilities Procurement Coordination

• Assist in sourcing and ordering food, beverage, and non-food items based on approved requisitions.
• Liaise with suppliers to confirm availability, pricing, and delivery schedules.
• Ensure all purchases are made in accordance with company policies and budget guidelines.

Documentation Records

• Prepare and process purchase orders, ensuring accuracy and completeness.
• Maintain organized records of supplier contracts, quotations, and delivery notes.
• Track and update procurement logs and ensure timely follow-up on pending orders.

Supplier Management

• Support the evaluation of supplier performance in terms of quality, reliability, and cost.
• Assist in maintaining an updated database of approved vendors.
• Communicate with suppliers regarding order status, discrepancies, and returns.

Inventory Support

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

Compliance Reporting

• Ensure all procurement activities comply with internal control procedures.
• Assist in preparing procurement reports for Finance and Operations.
• Support audit processes by providing relevant purchasing documentation.

Team Collaboration

• Work closely with chefs, bar managers, and finance staff to understand purchasing needs.
• Provide administrative support to the Purchasing Officer and contribute to process improvements.
• Participate in cross-functional meetings to align procurement strategies with operational goals.

Qualifications

• Diploma or Bachelor’s degree in Business Administration, Supply Chain Management, Hospitality Management, or a related field.
• 2–3 years of experience in purchasing/procurement, preferably within the hospitality, restaurant, or F B industry.
• Experience in purchasing food 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, particularly for purchasing, inventory, and F B stock management.
• Strong knowledge of supplier sourcing, quotation comparison, purchase orders, and supplier coordination.
• Proficiency in Microsoft Office, particularly Excel.
• Strong organizational, communication, negotiation, and problem-solving skills.
• Excellent attention to detail and ability to manage multiple purchase requests and deadlines efficiently.
• Ability to work closely with Kitchen, Bar, Restaurant Operations, Finance, and Inventory teams to ensure timely procurement and stock availability.

Other

• Performs other related tasks as assigned by management. Performs other related tasks as assigned by management.