The Procurement Assistant provides essential administrative, coordination, and operational support to the Procurement function. This role helps ensure that purchasing activities are efficient, compliant, cost effective, and aligned with company policies.

The Procurement Assistant supports sourcing, vendor coordination, documentation, purchasing workflows, and inventory tracking. This role is critical for maintaining smooth procurement operations and ensuring timely availability of goods and services required for the Castle's hospitality, facilities, and events operations.

The ideal candidate is organized, detail oriented, proactive, and comfortable working with suppliers, internal departments, and financial documentation. effective, and aligned with company policies.

The Procurement Assistant supports sourcing, vendor coordination, documentation, purchasing workflows, and inventory tracking. This role is critical for maintaining smooth procurement operations and ensuring timely availability of goods and services required for the Castle's hospitality, facilities, and events operations. oriented, proactive, and comfortable working with suppliers, internal departments, and financial documentation.

Purchasing Support & Administration

• Prepare and process purchase requests, purchase orders (POs), contracts and supporting documentation for approval.
• Ensure timely and accurate entry of procurement data into financial and inventory systems.
• Maintain organized digital and physical filing systems for all procurement records.
• Assist with vendor quotations, price comparisons, and basic cost analysis.

Vendor Coordination

• Communicate with suppliers to request quotes, confirm orders, follow up on deliveries, and resolve minor issues.
• Maintain an up-to-date list of approved suppliers with contact details, pricing, and contract information.
• Track supplier performance (delivery times, quality, responsiveness.

Delivery, Inventory & Documentation Control

• Monitor delivery schedules and coordinate with receiving teams to ensure timely receipt of goods.
• Verify delivery notes, invoices, and PO details for accuracy before forwarding to Finance for payment processing.
• Report discrepancies, damaged goods, or shortages and support inventory count exercises and maintain accurate stock level information for high usage items.

Compliance & Process Support

• Ensure all procurement activities follow internal policies, approval workflows, and budget guidelines.
• Assist in maintaining the procurement calendar, contract renewal deadlines, and supplier agreement timelines.
• Support audits by ensuring procurement files, approvals, and documentation are complete and compliant.

Data, Reporting & Systems

• Update and maintain procurement logs, trackers, and dashboards (orders, delivery status, pricing, supplier lists).
• Support preparation of weekly and monthly reports for the Finance & Procurement Manager.
• Assist with data entry and updates related to vendor management, inventory levels, and procurement KPIs.

Coordination Across Departments

• Work closely with Facilities Management, Visitor Experience, Administration and Food & Beverage Teams to understand procurement needs.
• Communicate order status, expected delivery times, and any delays or issues to internal stakeholders.
• Help ensure departments follow proper purchasing procedures and documentation requirements.

General Administrative Support

• Assist in scheduling supplier meetings, organizing procurement files, and preparing documents for tenders or evaluations.
• Handle general office tasks related to procurement such as document scanning, data organization, and follow-ups.

• 1–3 years of experience in procurement, purchasing support, supply chain, or administrative roles (hospitality experience is a plus).
• Strong attention to detail, accuracy, and organizational skills.
• Good communication skills with a professional and courteous approach in dealing with vendors.
• Proficiency in Microsoft Office (Excel, Word, Outlook) and comfort with purchasing or ERP systems.
• English language proficiency highly desired but not required.
• Ability to manage multiple requests and deadlines in a busy operational environment.
• Basic understanding of procurement processes, inventory systems, or supply chain concepts is desirable.

Bran, Brașov (on-site, full-time)