Purchasing Assistant - Soho House Tokyo

Job Purpose:

The Purchasing Assistant supports the day-to-day procurement and receiving operations across the House. This role is responsible for assisting with purchasing administration, goods receiving, inventory coordination, vendor communication, and maintaining accurate records within the purchasing system. The position plays a key role in supporting smooth operational flow while ensuring accuracy, organization, and compliance with food safety and company standards.

Purchasing Administration

• To support daily purchasing operations for all departments across the House.
• To request quotations from suppliers based on operational needs from each department.
• To manage quotations and maintain accurate purchasing records.
• To register approved products and update pricing information within the Adaco system.
• To assist with supplier documentation and new vendor account administration.

Receiving Operations

• To support daily receiving operations and inspect delivered goods against purchase orders and invoices.
• To verify quantity, pricing, delivery schedules, and product condition upon receipt.
• To process daily receiving entries accurately within the Adaco system.
• To support handling and verification of direct delivery items.

Vendor & Inventory Coordination

• To follow up with suppliers regarding delayed or missing items.
• To communicate delivery updates and stock shortages to operational departments.
• To assist with sourcing alternative products for discontinued or unavailable items.
• To maintain supplier catalogues, documents, and holiday schedules.

Documentation & Financial Coordination

• To organize and maintain receiving documents, invoices, and purchasing records.
• To coordinate invoice submissions with the Finance team.
• To support ongoing pricing corrections and system updates.

Storage & Food Safety

• To support cleanliness and organization of storage areas and receiving spaces.
• To assist with monitoring refrigeration and freezer storage in accordance with food safety standards.
• To ensure products are stored correctly and operational teams follow proper storage procedures.
• To assist with maintaining organization and stock placement within warehouse and storage areas.
• Accurate and timely purchasing and receiving records
• Smooth coordination between suppliers and operational teams
• Proper inventory and storage management
• Compliance with food safety and operational standards
• Organized documentation and system accuracy