Admin

Role summary

The Admin Purchasing keeps the purchasing records for Canggu, Ubud and Uluwatu

complete, accurate and backed by the required documents. The role works in ESB and on

documentation: it enters the invoices and purchasing documents already received,

chases missing invoices and delivery notes until they are closed, and hands finance and

purchasing a clean set of records. It does not place orders, choose suppliers or negotiate;

the purchaser at each outlet does the actual purchasing.

The role also receives invoices from HR and from managers, once purchasing or the

director has pre-approved them, and processes them the same way.

Key responsibilities

Purchasing administration

Manage daily purchasing administration and documentation.

Enter the daily and weekly supplier data from Canggu, Ubud and Uluwatu in ESB, and

keep it up to date.

Make sure every entry is complete, accurate and supported by the required

documents.

Reconcile entries against invoices, delivery notes and receiving records, and report

errors and missing information to the outlet purchaser.

Document follow-up

Follow up on pending invoices, delivery notes and other supporting documents.

Pending POs stay with the outlet purchaser; the Admin Purchasing reports them and

does not chase them.

Follow up on outstanding issues until they are properly resolved.

File purchasing documents by outlet, supplier and date, and keep a running list of open

items for each outlet.

HR and manager invoices

Receive invoices from HR and from managers that purchasing or the director has pre-

approved.

Record them, check they carry the required supporting documents, and pass them to

finance.

Return any invoice without pre-approval to the person who submitted it, and follow up

when something is missing.

Training and outlet rotation

The Admin Purchasing completes a 2-day training rotation at each outlet: Canggu, Ubud

and Uluwatu, 6 days in total. Each rotation is spent with that outlet's purchaser, who

teaches how to enter the outlet's data in ESB and explains its suppliers and document

flow.

Requirements

Proposed, to be confirmed by the hiring manager.

Experience in purchasing, finance or general administration.

Accurate and fast data entry, with strong attention to detail.

Experience with ESB preferred; experience with a similar purchasing or inventory

system also considered. Confident with spreadsheets.

Persistent in following up and comfortable chasing colleagues for documents.

Clear written and spoken communication with outlet and office teams.

Able to travel to Canggu, Ubud and Uluwatu for the training rotation.