Purchasing Assistant

The Aivee Group; Taguig; On-site; PHP 279,000 - 390,600; Full time

Job summary

A catering and food service company in Metro Manila is seeking a Purchasing Admin Assistant to support procurement operations. This role involves sourcing food and beverage supplies, maintaining supplier databases, and ensuring timely processing of purchase requests. The ideal candidate will have a Bachelor’s degree, at least 1 year of experience in purchasing, and strong organizational skills. Proficiency in Microsoft Office and Google Workspace is essential, alongside a keen attention to detail.

Qualifications

• Minimum of 1 year of experience in purchasing and administrative support.
• Knowledge of procurement processes and inventory monitoring.
• Strong organizational and documentation skills.

Responsibilities

• Assist in sourcing and purchasing food and beverage supplies.
• Maintain supplier database and ensure compliance with procurement policies.
• Coordinate billing and payment processing with Finance.

Skills

Organizational skills

Communication skills

Negotiation skills

Attention to detail

Microsoft Office proficiency

Google Workspace proficiency

Education

Bachelor’s degree in Business Administration or related field

Tools

Microsoft Excel

Microsoft Word

Google Sheets

Google Docs

Job description

The Purchasing Admin Assistant supports seamless procurement and administrative operations by ensuring the timely and cost-effective sourcing of quality food and beverage supplies, maintaining accurate and organized documentation, and fostering strong coordination with suppliers and internal stakeholders.

Procurement and Sourcing

• Assist in sourcing and purchasing food, beverages, and operational supplies
• Prepare and process Purchase Requests (PR) and Purchase Orders (PO)
• Canvass and compare supplier quotations to ensure cost efficiency
• Coordinate with suppliers on pricing, availability, and delivery schedules
• Monitor order status to ensure timely delivery

Supplier and Inventory Coordination

• Maintain and update supplier database and accreditation documents
• Track consumption trends to prevent shortages or overstocking
• Ensure compliance with company procurement policies and procedures

Documentation and Reporting

• Maintain accurate and organized filing of procurement documents (PRs, POs, invoices, delivery receipts)
• Encode and update procurement data and monitoring files

Administrative Support

• Coordinate with the Finance team for billing and payment processing
• Provide general administrative and purchasing support as needed

Ad Hoc Tasks

• Perform other duties that may be assigned individually or as part of a team or committee

Qualifications

• Bachelor’s degree in Business Administration, Supply Chain Management, or any related field
• Minimum of 1 year of experience in purchasing (preferably F&B) and administrative support
• Knowledge of basic procurement processes, supplier coordination, and inventory monitoring
• Proficient in Microsoft Office (Excel, Word) and Google Workspace (Sheets, Docs)
• Strong organizational and documentation skills with high attention to detail
• Good communication and interpersonal skills for supplier and internal coordination
• Basic negotiation skills with the ability to compare costs and evaluate supplier quotations
• Ability to manage multiple tasks, prioritize workload, and meet deadlines
• High level of integrity and ability to handle confidential information