PROCUREMENT CUM ADMIN ASSISTANT

JOB DESCRIPTION

PROCUREMENT DUTIES

1. Process the outlet Purchase Requisition Form (PRF)

• Process Purchase Request Forms (PRFs) submitted by operation departments, ensuring accuracy and completeness upon obtain necessary approvals from authorized personnel.
• Maintain a systematic record of all PRFs for reference purposes.

2. Purchase Order (PO) Issuance

• Generate and issue Purchase Orders (POs) to suppliers promptly, ensuring alignment with approved PRFs.
• Verify PO details, including quantities, specifications, pricing, and delivery timelines, to minimize errors.
• Track PO status and follow up with suppliers to ensure timely fulfillment.
• Identify potential suppliers to source high-quality materials and supplies at competitive prices.

3. Inventory Recording

• Conduct regular stock audits with operation department to reconcile physical inventory with system records.

4. Supplier Coordination

• Act as the primary point of contact for suppliers, ensuring clear communication and timely resolution of issues.
• Monitor supplier performance, including delivery timelines, product quality, and adherence to agreements.

OPERATION SUPPORT DUTIES

1. Administrative Support

• Perform day-to-day administrative tasks to ensure smooth office operations and across departments.
• Update and maintain the Point of Sale (POS) system, including menu items, pricing, and promotional updates, if required

2. Uniform and Name Tag Coordination

• Manage the ordering, distribution, and inventory of staff uniforms and name tags.
• Maintain an updated record of uniform allocations and anticipate future requirements.

3. License Renewals and Compliance

• Oversee the renewal process for all restaurant-related licenses, including Liquor, Trading licenses also Staff Yellow Card and Typhoid
• Maintain a compliance calendar to track renewal deadlines and ensure timely submissions.

4. Petty Cash Claims Processing

• Assist Operation to prepare and submit accurate claims documentation for kitchen and bar-related expenses.
• Track claim statuses and follow up with relevant parties to ensure timely reimbursements.

5. Record Keeping and Documentation

• Maintain organized and accurate records of all procurement and operational activities.
• Ensure records are easily accessible for audits, reviews, and management reference.
• Regularly update records to reflect current data and operational changes.

6. Travel Arrangements

• Arrange business-related travel for Directors and staff, including air tickets and hotel accommodations.

7. Despatch Coordination

• Coordinate despatch tasks performed by the Driver/General Assistant.
• Prioritize and schedule tasks, including document deliveries, item pickups, and bank errands.
• Maintain a log of completed tasks to ensure accountability and operational efficiency.

8. Office Supplies Management

• Manage the procurement and inventory of office stationery and sundry items.
• Monitor stock levels and initiate reordering to prevent shortages.
• Liaise with suppliers to source high-quality and cost-effective office supplies.

9. Other General Operational Support

• Provide ad-hoc support for office and operational tasks.

QUALIFICATION

• Minimum Diploma in Business Administration, Supply Chain Management, or a related field.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Strong organizational skills with attention to detail and the ability to handle multiple tasks simultaneously.
• Effective communication skills to collaborate with suppliers, internal teams, and management.
• Prior experience in procurement or operational support is an advantage but not mandatory.
• Fresh Graduate are welcome to apply

Job Type: Full-time

Pay: RM1,700.00 - RM2,000.00 per month

Benefits:

• Opportunities for promotion
• Professional development

Schedule:

• Monday to Friday

Supplemental Pay:

• Performance bonus