Position Summary

The Purchasing & Warehousing Assistant reports directly to the Managing Director and is responsible for coordinating and managing the Company's purchasing and inventory-related activities.

The incumbent will ensure the timely and cost-effective procurement and delivery of goods and services while maintaining accurate inventory records and supporting efficient branch operations. The role will also involve developing and maintaining supplier relationships, identifying procurement opportunities, improving purchasing efficiencies, and ensuring compliance with established procedures.

The successful candidate should possess strong procurement, inventory management, analytical, organizational, and communication skills, with the ability to work effectively in a fast-paced environment.

Key Duties & Responsibilities

Purchasing & Procurement

• Coordinate and manage the Company's purchasing activities to ensure the timely procurement and delivery of goods and services.
• Prepare weekly purchasing requirements for all branches to ensure stock and delivery needs are met.
• Prepare purchase orders and supplier bid lists to obtain competitive quotations for goods and services.
• Establish and maintain key supplier agreements and strong supplier relationships.
• Maintain accurate records and documentation relating to quotations, purchases, contracts, correspondence, and supplier follow-ups.
• Identify new suppliers and procurement opportunities to improve cost-effectiveness and service delivery.
• Analyze purchasing activities and recommend improvements through quantity discounts, standardization, value analysis, and cooperative purchasing.
• Ensure purchasing activities comply with established Company policies, procedures, and requirements.
  
  

Inventory & Warehousing

• Create and maintain a detailed and accurate Company inventory database.
• Develop and implement systematic methods for handling, tracking, and controlling inventory.
• Monitor inventory turnover across branches to ensure the availability of required products and smallwares.
• Coordinate and oversee quarterly and annual physical inventory counts.
• Investigate inventory discrepancies and recommend appropriate corrective action.
• Work closely with branches and relevant departments to ensure effective inventory management and stock availability.
  
  

Financial & Administrative Support

• Process and record invoices accurately and in a timely manner.
• Assist the Accounting Department with data entry and basic accounting functions.
• Maintain accurate purchasing, inventory, supplier, and financial documentation.
• Assist with monitoring branch operating performance, with the objective of increasing sales, controlling expenses, and maximizing net operating income in line with monthly budgets.
  
  

Branch Operations & Team Support

• Assist with the management of day-to-day branch operations as required.
• Support initiatives aimed at improving operational efficiency and profitability.
• Assist with training new employees in relevant purchasing, inventory, and operational procedures.
• Provide guidance and support to staff to ensure established processes and standards are followed.
• Perform other duties and responsibilities as assigned by the Managing Director.
  
  

Key Competencies

The successful candidate should demonstrate:

• Leadership & People Management: Ability to motivate staff, provide guidance, delegate responsibilities, and support employee development.
• Procurement & Negotiation: Strong ability to evaluate suppliers, negotiate pricing and terms, and identify cost-saving opportunities.
• Customer Service: Ability to respond effectively to internal and external customer needs and maintain strong service standards.
• Judgment & Decision-Making: Ability to make sound, timely, and well-informed decisions.
• Planning & Organization: Excellent ability to prioritize tasks, manage competing demands, and meet deadlines.
• Problem-Solving & Analytical Thinking: Strong analytical skills with the ability to identify issues and develop practical solutions.
• Teamwork: Ability to collaborate effectively with colleagues and contribute to a positive team environment.
• Quality Focus: Strong attention to detail and commitment to accuracy and continuous improvement.
• Adaptability: Ability to respond effectively to changing priorities, operational challenges, and unexpected situations.
  
  

Qualifications & Experience

• Minimum five (5) years' experience in a senior procurement, purchasing, inventory management, or related position.
• Diploma in Purchasing or a related qualification.
• Experience in a similar position within a food service and/or retail environment would be an asset.
• Experience managing suppliers, purchasing activities, and inventory across multiple locations would be an advantage.
  
  

Required Skills & Abilities

• Working knowledge of financial statements, financial reports, and accounting processes.
• Demonstrated ability to contribute to increased sales and profitability.
• Excellent decision-making, problem-solving, and analytical skills.
• Strong understanding of business fundamentals, negotiation, procurement, and financial management.
• Strong conflict-management and resolution skills.
• Excellent time-management and organizational skills.
• Excellent verbal and written communication skills.
• Strong interpersonal skills and a collaborative management style.
• Excellent computer skills.
• Proficiency in Microsoft Excel, Word, Outlook, and Access.
• Strong attention to detail and accuracy.
• Ability to work independently while also functioning effectively as part of a team.