Job Summary:

The Purchasing Assistant is responsible for supporting and coordinating the overall procurement requirements of the organization, including the catering and event operations. This includes sourcing, purchasing, and monitoring all necessary food supplies, event materials, equipment, and services. The role ensures that all purchasing activities align with operational demands, budget limitations, quality standards, and event timelines, contributing to smooth and cost-efficient business operations.

Key Responsibilities:

Procurement & Sourcing

• Assist in managing the end-to-end purchasing process for all company requirements, including food ingredients, beverages, event supplies, equipment, office supplies, and services.
• Source reliable suppliers and vendors for both recurring and event-specific requirements.
• Request and evaluate quotations, negotiate pricing, and recommend cost-effective options.

Purchase Planning & Coordination

• Coordinate with all departments (Kitchen, Events Team, Warehouse, Admin, Finance, HR, Sales) to consolidate and forecast purchasing needs.
• Ensure all materials and supplies are procured in accordance with event schedules and operational requirements.  
• Assist in preparing procurement plans and purchase schedules.

Purchase Order Management

• Prepare, issue, and track Purchase Orders (POs).
• Ensure accuracy of specifications, quantities, and delivery timelines.
• Monitor order status and follow up with suppliers for timely delivery.

Inventory & Supply Monitoring

• Work closely with the warehouse to monitor stock levels and prevent shortages or overstocking.
• Assist in maintaining inventory records and stock movement tracking.
• Support periodic inventory audits and reconciliation.

Supplier & Vendor Management

• Maintain an updated supplier database including pricing, performance, and contact details.
• Assist in evaluating supplier performance based on quality, delivery, and cost.
• Build and maintain good relationships with vendors.

Quality Control & Compliance

• Ensure all purchased goods meet required quality standards, especially food safety and
• event specifications.
• Coordinate inspection of delivered items and resolve discrepancies or damages.
• Ensure compliance with company procurement policies and regulatory standards.

Cost Control & Budget Support

• Monitor purchasing expenses and support cost-saving initiatives.
• Assist in budget tracking and reporting of procurement activities.
• Identify opportunities for bulk purchasing, supplier discounts, and cost optimization.

Documentation & Reporting  

• Maintain organized records of purchases, invoices, contracts, and supplier agreements.
• Prepare procurement reports, cost analysis, and purchase summaries.    
• Ensure proper documentation for audit and accounting purposes.

Qualifications:

• Bachelor’s degree in Business Administration, Hospitality Management, Supply Chain Management, or related field.
• At least 1–2 years of experience in procurement, preferably in catering, hospitality, or events industry.
• Knowledge of food supply chain and event logistics is an advantage.
• Proficient in Microsoft Office (especially Excel) and purchasing/inventory systems.