Who You Are

The Ikigai Procurement Associate is a generalist who will run the day-to-day procurement functions at Ikigai. Responsible for timely and accurate execution of all procurement activities both Food & Beverage (F&B) and non- F&B (Events, Facilities and Projects) in alignment with Ikigai’s policies. You are someone who is proactive, organized, and skilled in supplier management to support our vibrant, growing community and dynamic workspaces.

Education and Experience

• Bachelor's Degree in Purchasing, Supply Chain Management, Business management, or any other relevant field
• 3-5 years of procurement experience (in the hospitality sector is a huge plus!)
• Intermediate proficiency with Microsoft applications, especially Excel
• Understanding of procurement and administration, especially familiarity with procurement laws and regulations, aligned with professional experience
• Strong analytical, critical thinking and problem-solving skills with the ability to analyze data, compare prices and evaluate supplier proposals to make informed decisions
• Strong and ethical negotiation skills to help secure favorable terms for the company
• Awareness of market trends, supplier capabilities and industry specific factors that may affect procurement decisions; ability to proactively communicate this information and triangulate with first-hand experience to mitigate against risks and improve decision making.

What to Expect

This role reports to the Hospitality Manager and will work closely with the Finance, Marketing ,Events, Facilities & Projects teams to meet the organization’s procurement needs while maintaining compliance with established standards and best practices.

Role Responsibilities

Supplier and Vendor Management

• Maintain and update a prequalified supplier database for operations, kitchen, café, and event supplies, ensuring records are accurate and up to date to support tracking of vendor performance for reliability and consistency.
• Assist in coordinating procurement needs by liaising with internal teams to ensure timely sourcing and delivery of necessary supplies.
• Support in identifying, verifying and onboarding suppliers, ensuring compliance with company procurement policies.
• Assist in drafting and managing purchase agreements ensuring adherence to agreed terms and conditions and securely storing procurement records and contracts according to company policies and relevant regulations.

Ordering and Inventory Control

• Source and procure goods and services for Roasted Truth Cafés, Ikigai Kitchens, locations, and events; assist in coordination of procurement activities across company operations.
• Manage the ordering and receiving process, ensuring timely and cost-effective procurement from raising requisitions, to receiving orders.
• Oversee the Purchase Order (PO) process, including approvals and stock availability, ensuring invoices are accurate, complete, and valid before payment processing.
• Support stock takes and organization of storage areas for kitchen, café, and event supplies to prevent shortages or overstocking while ensuring proper storage and organization of items.

Data and Reporting

• Track and record inventory levels for kitchens, cafés, office consumables, and event supplies.
• Monitor stock usage and update records to ensure accurate tracking.
• Maintain an organizational wide inventory register, logging all asset details.
• Compile a monthly inventory report on stock status, post organizing and participating in bi-monthly and monthly stock takes.
• Maintain secure and organized procurement documentation, policies, databases, and inventory records for F&B and NON-F&B processes conducive for efficient retrieval and revision of content.
• Ensure data compliance when storing, managing and destroying legal, regulatory and financial data.

General Compliance, Strategy and Safety

• Ensure understanding and compliance of procurement and health/safety regulations and policies in both F&B and NON-F&B, while proactively staying informed of current and future legal and regulatory requirements affecting procurement for kitchens, cafes, and events.
• Participate in regular procurement and event planning meetings to align procurement activities with future growth, including upcoming event needs as required.
• Read, understand and comply with the company’s policies at all times; immediately bring to your manager or senior leadership’s attention when company policies are not being adhered to.
• Support the implementation of procurement policies and strategies while upholding compliance with the company’s core values in dealing with staff and partners.
• Any other relevant duties and responsibilities assigned by the Hospitality Manager.

Essential Skills and Competencies

• Passion for and understanding of Ikigai’s mission and values
• Excellent verbal and written communication skills
• Highly detail-oriented with strong organizational & planning skills
• Outstanding problem-solving skills including being solution-driven in your approach to overcoming challenges
• Excellent proficiency with Microsoft Office applications (Word, Excel, PowerPoint) or willingness to quickly learn on the job; able to create polished PowerPoint presentations
• Demonstrates integrity, dependability, responsibility, accountability, self-awareness, work ethic, empathy, and professionalism
• Good interpersonal, communication and presentations skills, especially the ability to communicate technical and non-technical information to partners and staff in a concise and clear manner
• High level of integrity, confidentiality, trust and dependability with a strong sense of urgency