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Purchasing & Administrative Officer

Take care of business

Reporting Relationship: Managing Director

Summary of Position:  

Ensure 100% execution of all regular purchasing duties and administrative responsibilities.

Duties & Responsibilities:

  • Maintain complete updated purchasing records/data and pricing in Quickbooks.
  • Schedule store visits and conduct physical inventory counts. Email “Physical Differences Report”, including variance explanations.
  • Execute and monitor all regular purchasing duties.
  • Coordinate with retail outlets and suppliers for purchasing requirements.
  • Data entry: “Enter Bills” & “Pay Bills”, as well as cash drawer payouts in Quickbooks.
  • Support relevant departments with quotations.
  • Coordinate with suppliers to ensure on-time delivery.
  • Responsible for the preparation and processing of inventory-driven purchase orders and documents in accordance with company policies and procedures, inclusive of accurate supplier prices.
  • Monitor and co-ordinate deliveries of items from suppliers to ensure that all items are delivered to site/store on time.
  • Email price change report on Mondays.
  • Source, select and negotiate for the best purchase package in terms of quality, price, terms, deliveries and services with suppliers.
  • Plan and manage inventory levels of materials or products.
  • Transportation/bearer co-ordination
  • Provide administrative assistance including, but not limited to preparation of excel spreadsheets/reports, personnel files, etc.
  • Receive and fulfill purchase order requirements of each retail outlet.
  • Prepare sales orders with 100% accuracy.
  • Provide specific management reports and analyses within pre-specified deadlines
  • Maintain close observation of the daily functions of the staff, ensuring maximum productivity and adherence to company policies and procedures.
  • Personnel File Maintenance, including the management of the validity of food handlers’ permits (employees and establishment).
  • Ensure the maintenance of a working environment that yields high productivity. Furnish essential office supplies, checklists, forms, sales record envelopes, etc.
  • Make all the essential recommendations to the management regarding more effective and more organized handling of specific operations within the company.
  • Timely distribution of pay slips.
  • Maintain an effective medium of communication and close collaboration among the workers in the organization.
  • Serve as the receiver of important mail and documents delivered to the company’s centralized production facility.
  • Fully understand and comply with all public health and labour regulations that pertain to health, safety and labor requirements of the company, employees and guests.
  • Ensure that monthly pest control certificates are received prior to the disbursement of cheques.
  • Accurately track movement of inventory in Quickbooks.


  • Bachelor of Science degree, accounting preferred
  • Possess strong verbal and written communication skills; demonstrated ability to organize vast amounts of data
  • Demonstrate ability to multi-task several priorities and possess solid time management skills.
  • Competency in Quickbooks and the MS Office suite, especially Excel
  • Have knowledge of service and food and beverage
  • Possess excellent math skills
  • Must be detail-oriented and possess excellent organizational skills
  • Must be able to follow-through consistently
  • Must have a valid food handler’s permit

This is a demo store for testing purposes — no orders shall be fulfilled. Dismiss