Purchasing Admin

Primary Duties and Responsibilities:

The Purchasing Admin is responsible for providing administrative and operational support to the procurement function. The role ensures that purchase requests, purchase orders, supplier coordination, and documentation are processed accurately and on time to support the operational needs of Yardstick Coffee and Standard Supply Studios.

This position helps maintain organized purchasing records, monitors order status, and coordinates with suppliers and internal departments to ensure efficient procurement operations.

Purchasing and Procurement Support

• Process Purchase Requests (PR) and convert them into Purchase Orders (PO) upon approval.
• Coordinate with suppliers regarding quotations, product availability, pricing, and delivery schedules.
• Assist in sourcing new suppliers when required and maintain an updated supplier database.
• Monitor the status of purchase orders and ensure timely delivery of items.

Documentation and Records Management

• Maintain accurate records of purchase orders, supplier quotations, contracts, and invoices.
• Ensure all procurement documents are properly filed and documented for audit and reference.
• Assist in preparing procurement reports and purchase summaries.

Coordination with Internal Departments

• Work closely with Cafe Operations, Production, Finance, and Warehouse teams regarding procurement needs.
• Ensure that purchase requests are complete and aligned with procurement policies.
• Coordinate with the Finance Department for invoice processing and payment scheduling.

Inventory and Delivery Monitoring

• Track deliveries and ensure ordered items are received in complete and correct quantities.
• Assist in monitoring stock levels to avoid shortages of operational supplies.
• Report discrepancies, delays, or supplier issues to the Supply Chain Manager.

Compliance and Process Improvement

• Ensure procurement activities comply with company policies and internal approval processes.
• Assist in improving procurement documentation and workflow efficiency.

Job Specification/s:

• Bachelor’s Degree in Business Administration, Supply Chain Management, Logistics, Accounting, or related field.
• At least 1–2 years of experience in purchasing, procurement, or administrative support (fresh graduates with strong organizational skills may also be considered).
• Proficient in ERP tools, Microsoft Excel, Google Sheets, and procurement documentation.
• Strong organizational, documentation, and coordination skills.
• Good communication and negotiation skills when dealing with suppliers.
• Detail-oriented and able to handle multiple requests simultaneously.
• Experience in F&B, retail, or manufacturing procurement is an advantage.
• Familiarity with inventory systems or ERP systems is a plus.
• Experience coordinating with multiple branches or operational departments.

Job Type: Full-time

Benefits:

• Company events
• Employee discount
• Health insurance
• Promotion to permanent employee

Work Location: In person