Purchasing & Admin Assistant

About the role

This role involves managing purchasing and administrative functions for a food and beverage operation. You will source, purchase and replenish raw materials, food ingredients, packaging materials, kitchen supplies and equipment according to operational needs, while maintaining accurate records and coordinating with suppliers and internal teams.

Key responsibilities

• Source, purchase and replenish raw materials, food ingredients, packaging materials, kitchen supplies and equipment according to operational needs
• Prepare and process Purchase Orders (PO), Delivery Orders (DO), invoices and other purchasing documents
• Liaise with suppliers regarding prices, product availability, delivery schedules and order discrepancies
• Monitor stock levels and coordinate with the kitchen and operations team to ensure sufficient supplies
• Check delivered items against the PO and DO, including quantity, quality, freshness and expiry dates where applicable
• Maintain proper purchasing records and update supplier and purchase information
• Compare supplier quotations and prices to ensure cost-effective purchasing
• Maintain proper filing and documentation of POs, DOs, invoices, quotations and other administrative records
• Organise and maintain physical and digital files in a neat and systematic manner
• Perform data entry, prepare reports and update purchasing records

About you

• At least 1 year working experience or previous experience in purchasing, preferably in the F&B, restaurant or food manufacturing industry
• Familiar with end-to-end purchasing processes, including Purchasing Orders, Delivery Orders, invoices, supplier coordination and stock replenishment
• Knowledge of raw materials, food ingredients, packaging materials and basic food quality checks
• Organised, independent, detail-oriented and able to maintain accurate records and systematic filing
• Good communication, negotiation and coordination skills
• Proficient in Microsoft Excel, Word and basic computer operations
• Familiar with AutoCount accounting software, particularly for purchasing transactions, data entry and maintaining purchasing records
• Responsible, honest, proactive and able to work in a fast-paced environment