Purchasing cum Accounts Assistant

Key Reponsibilities

• Source products and materials from local and overseas suppliers, including Taobao and other Chinese e-commerce platforms.

• Source and purchase food ingredients, beverages, packaging materials, cafe supplies and other operational items.

• Liaise and negotiate with Local & Chinese suppliers regarding pricing, product specifications, quality, lead times, and shipping arrangements.

• Prepare and process Purchase Orders (POs) and monitor order fulfilment.

• Coordinate shipments, logistics, and customs documentation where applicable.

• Compare quotations and negotiate the best pricing and payment terms.

• Monitor inventory levels and replenish stock when required.

• Verify invoices, delivery orders, and purchasing documents.

• Resolve supplier issues relating to quality, shortages, delays, or incorrect deliveries.

• Maintain accurate procurement records and supplier databases.

• Work closely with operations, kitchens teams to ensure purchasing requirements are met.

• Source alternative suppliers and identify cost-saving opportunities without compromising quality.

• Perform any other duties assigned by Management.

Accounts:

• Assist in handling Accounts Payable (AP) and Accounts Receivable (AR).

• Prepare supplier payments and ensure timely payment processing.

• Issue customer invoices and follow up on outstanding payments.

• Match supplier invoices with Purchase Orders and Delivery Orders.

• Record daily financial transactions accurately in the accounting system.

• Assist with bank reconciliations and petty cash management.

• Prepare payment vouchers, journal entries, and supporting documents.

• Maintain proper filing of accounting and procurement documents.

• Assist in month-end closing and account reconciliations.

• Support audit preparation by providing relevant documents and schedules.

• Assist in preparing GST schedules and other financial reports as required.

• Ensure all accounting records are accurate, complete, and maintained in accordance with company policies.

Requirements

• Minimum 2 years of purchasing or procurement experience.

• Experience purchasing through Taobao and dealing with Chinese suppliers is required.

• Able to communicate, read, and write in Chinese to liaise with Chinese-speaking suppliers.

• Familiar with international shipping and import processes is an advantage.

• Good negotiation, communication, and organisational skills.

• Proficient in Microsoft Office and procurement or ERP systems.

• Able to work independently and manage multiple purchases simultaneously.

• Strong attention to detail and problem-solving skills.