Purchase Office Admin

Job Title: Purchase Admin Associate

Location: Goa
Department: Central Purchase & Supply Chain
Employment Type: Full-time

Job Description

We are looking for a Purchase Admin Associate to support the central purchase and procurement operations of our company across all outlets, central kitchen, bakery, warehouse, and support departments. The role involves purchase coordination, system entries, supplier follow-ups, invoice verification, and reporting to ensure smooth and cost-controlled operations company-wide.

Key Responsibilities

• Process approved purchase requests from outlets and central departments
• Prepare and issue Purchase Orders (POs) as per approved vendors, rates, and authority matrix
• Enter and maintain purchase, GRN, and inventory data accurately in the company system (Pet Pooja / ERP / Inventory Software)
• Coordinate with suppliers for order confirmation, delivery schedules, shortages, and replacements
• Follow up on pending deliveries to avoid stock shortages
• Verify supplier invoices against POs, GRNs, and agreed rates
• Flag discrepancies related to quantity, pricing, GST, or quality to the Purchase Manager
• Maintain proper digital and physical records of purchase documents
• Assist in stock reconciliation, audits, and month-end inventory closing
• Prepare and submit purchase and inventory reports (daily, weekly, monthly)
• Coordinate with Accounts, Operations, and Outlet teams for smooth purchase flow
• Ensure compliance with company purchase SOPs, approval processes, and confidentiality standards

Skills & Requirements

• Experience in purchase administration or procurement support
• Knowledge of inventory and purchase processes (hospitality or multi-unit operations preferred)
• Hands-on experience with Pet Pooja or any ERP / inventory software
• Basic understanding of GST, invoices, and vendor billing
• Good working knowledge of MS Excel / Google Sheets
• Strong attention to detail and follow-up skills
• Good communication and coordination abilities

Key Performance Indicators (KPIs)

• Accuracy and timeliness of purchase and inventory entries
• Reduction in stock and rate discrepancies
• On-time invoice verification and reporting
• Effective supplier coordination and follow-ups
• Adherence to company SOPs and approval processes

Authority & Limitations

• This role does not include independent authority to approve vendors, prices, or purchases
• All exceptions and approvals must be escalated to the Purchase Manager

Why Join Us

• Opportunity to work with a growing multi-unit hospitality organization
• Exposure to central procurement and supply chain operations
• Structured processes and learning environment
• Career growth within central operations

Job Type: Full-time

Pay: ₹20,000.00 - ₹25,000.00 per month

Benefits:

• Food provided
• Health insurance
• Paid sick time
• Provident Fund

Work Location: In person