Department: Purchasing / Supply Chain

Reports To: Procurement Officer

Department Head: Chief Operating Officer

Work Location: Restaurant Support Office or Commissary

The Procurement Assistant supports purchasing operations by sourcing, processing, and monitoring the timely delivery of food, beverage, and non-food supplies required for restaurant operations. The role ensures accuracy, cost-efficiency, and compliance with company purchasing policies while maintaining good relationships with suppliers and coordinating with store operations and warehouse teams.

Duties and Responsibilities

• Assist in sourcing, canvassing, and comparing supplier quotations for F&B ingredients, packaging, cleaning materials, and equipment.
• Prepare and process Purchase Requests (PR) and Purchase Orders (PO) based on approved requisitions.
• Coordinate with suppliers for order confirmation, delivery schedules, and lead times.
• Ensure that all purchases are aligned with the approved budget and standard item specifications.
• Maintain an updated list of accredited suppliers with complete documentation (BIR, permits, certifications).
• Follow up on pending deliveries and monitor supplier performance based on quality, timeliness, and reliability.
• Assist in the evaluation and renewal of supplier accreditation and contracts.
• Coordinate with Warehouse or Commissary for stock replenishment and monitor critical stock levels.
• Encode and update procurement data in the company’s inventory or ERP system (e.g., ZHubajie, NetSuite, or similar).
• Support cost-saving initiatives by identifying alternative suppliers or better-priced materials without compromising quality.
• Ensure completeness and accuracy of procurement records (POs, DRs, invoices, canvass sheets).
• Coordinate with Accounting for payment processing and reconciliation of supplier invoices.
• Follow company procurement policies and comply with internal control and audit requirements.
• Liaise with restaurant branches for purchase requirements, delivery concerns, and emergency orders.
• Provide regular procurement reports to the Procurement Officer or Management.
• Support administrative tasks related to purchasing, such as filing, record-keeping, and document tracking.

Qualifications

• Bachelor’s degree in Business Administration, Supply Chain Management, or a related field.
• At least 1 year of experience in purchasing, preferably in an F&B or hospitality setup.
• Knowledgeable in sourcing raw materials, packaging, and restaurant consumables.
• Proficient in MS Office (Excel, Word) and inventory management systems.
• Strong attention to detail, negotiation, and organizational skills.
• Can work under pressure and manage multiple purchase requests.
• Good communication and coordination skills.

Key Competencies

• Accuracy and Attention to Detail
• Sense of Urgency and Time Management
• Integrity and Confidentiality
• Teamwork and Collaboration
• Analytical and Problem-Solving Skills

Working Conditions

• Office-based with regular coordination with commissary and restaurant outlets.
• May be required to visit suppliers or conduct on-site inspections when needed.
• Standard working hours with possible overtime during peak operations.