Purchase Assistant

To support the purchase team in ensuring the timely procurement of raw materials, packaging materials, ingredients and other required items for all Brownie Heaven outlets while maintaining proper stock levels, quality and cost control.

Key ResponsibilitiesPurchase & Procurement

• Collect purchase requirements from outlets and departments.
• Prepare and process Purchase Orders (POs) as instructed.
• Coordinate with suppliers for availability, pricing and delivery schedules.
• Follow up on pending and urgent orders.
• Compare supplier prices and assist in getting competitive rates.
• Ensure required materials are purchased on time to avoid stock-outs.
• Maintain an updated list of approved suppliers and contact details.

Stock & Inventory Coordination

• Monitor stock levels of raw materials, packaging and other supplies.
• Coordinate with outlets regarding low-stock and urgent requirements.
• Check received quantities against Purchase Orders and invoices.
• Report shortages, excess quantities, damaged items or quality issues immediately.
• Maintain proper records of purchases and stock movement.
• Support stock-taking and inventory verification when required.
• Follow FIFO principles wherever applicable.

Supplier Coordination

• Communicate professionally with suppliers regarding orders and deliveries.
• Follow up on delayed, incomplete or incorrect deliveries.
• Coordinate replacement of damaged or incorrect products.
• Maintain supplier quotations, invoices and related documents.
• Escalate major price changes or supplier issues to the Purchase/Operations Manager.

Documentation & Reporting

• Maintain purchase records, POs, invoices and delivery details.
• Update purchase data accurately in Excel/Google Sheets or the company purchase system.
• Prepare daily/weekly purchase status reports when required.
• Keep track of pending POs and outstanding deliveries.
• Ensure all purchase documentation is properly organised.

Quality & Cost Control

• Ensure materials received meet Brownie Heaven's required quality standards.
• Check expiry dates, packaging condition and basic product quality upon receipt.
• Avoid unnecessary purchases and excess inventory.
• Support the team in reducing wastage and purchase costs.
• Immediately report expired, damaged or poor-quality materials.