Purchasing Assistant

As part of our ongoing growth and expansion, we are seeking skilled professionals to join our team and contribute to our continued success as a Purchasing Assistant. 

Profile Overview

Reporting to the Purchasing Manager, the Purchasing Assistant plays a vital role in supporting the purchasing team by handling administrative tasks, coordinating with suppliers and ensuring smooth and efficient purchasing operations. 

Duties and Responsibilities

• Cross-checking supplier invoices with company purchase orders to ensure accuracy and compliance. 
• Enter validated invoices into the stock system promptly and accurately to support financial reporting and inventory management.
• Proactively identify and address discrepancies by requesting credit notes from suppliers when invoices do not match.
• Maintain detailed records of credit transactions for auditing and reference purposes.
• Transfer data from physical documents into digital formats using keyboards, optical scanners, or other data entry tools.
• Organise and participate in the monthly stock take exercise by informing the concerned departments with the selected date, issue the necessary paperwork/ working sheets for counting and doing the necessary spot checking.
• Processing and verifying the monthly stock count data and issue the requested reports accordingly.
• Keep the Purchasing Manager informed of any price changes, helping to optimise procurement strategies and control costs.
• Sort and organise stationery stores, requesting stock to the Purchasing Manager as needed.
• Assisting with stores operations in case of any emergency staff absence. 
• Work closely with the stores department to verify receipt of goods and reconcile any discrepancies vis a vis purchase invoices received.
• Keep pricing data up to date in stock system templates to reflect the most current prices.
• Assisting in spot checks during monthly stock takes.
• Any other tasks commensurate with the role. 

Qualifications and Assets

• Strong attention to detail and good organisational skills.

• Ability to thrive in a fast-paced environment.

• Previous experience in procurement, logistics or administrative roles is a plus. 

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook); familiarity with procurement software or ERP systems is considered as an asset. 

• Team-oriented with a proactive approach to tasks.

Benefits and Application

A competitive remuneration package will be offered to the chosen candidate along with great company discounts!

If you meet the above requirements and are ready to take on a challenging role in the dynamic hospitality industry, we invite you to submit your application, including your resume and a cover letter detailing your relevant experience and accomplishments.