Purchasing Assistant

The Purchasing Assistant supports the procurement operations of the resturants 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.
  
  

• 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.
  
  

• 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.
  
  

• 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.
  
  

• 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.
  
  

• 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.
  
  

• Diploma or Bachelor’s degree in Business Administration, Supply Chain, or Hospitality Management.
• 2–3 years of experience in purchasing or procurement, preferably in hospitality or F B.
• Familiarity with inventory and procurement systems (e.g., FMC, Adaco).
• Strong organizational and communication skills.
• Proficiency in Microsoft Office, especially Excel.
• Attention to detail and ability to manage multiple tasks efficiently.
  
  

• Performs other related tasks as assigned by management.