Procurement & Vendor Management VA - Freelance, Remote

Department: Support & Leadership

Location: Philippines

Compensation: $6.00 / hour

Description

About the Client
A growing Canadian restaurant group expanding its portfolio of new builds and fit-outs across multiple cities. They prioritize fast, consistent execution, strong vendor relationships, and tight cost controls during build and procurement phases. This role supports their expansion by offloading time‑consuming sourcing, vendor coordination and daily inbox work so leadership can focus on higher‑value tasks.

Why does this role exist?
This position is being hired to reduce leadership’s operational load by managing procurement and vendor interactions, handling a shared inbox, and coordinating contractors and permitting across projects. The VA will accelerate product sourcing and quotation, take ownership of vendor follow-ups and records, and launch initial recruiting tasks so the client can focus on strategic growth and store rollouts. The objective is measurable: cut email/administrative time, deliver timely procurement recommendations, and maintain organized project records.

The Impact you’ll make

Shared Inbox & Communication Management

• Manage a shared Outlook inbox: triage, respond, flag, and route messages promptly.
• Keep meticulous notes (contacts, calls, dates, outcomes, required follow-ups) in OneNote/CRM.
• Provide daily/weekly summaries of outstanding items and ensure timely follow-ups.
  

Procurement & Sourcing

• Rapidly source and vet products/services for construction and restaurant build (e.g., sound panels, AV, fabrics).
• Compare supplier options and costs, prepare clear cost-out tables, and recommend top 1–2 suppliers.
• Place orders and track purchase progress; follow up to ensure timely delivery and resolve vendor issues.
  

Vendor & Contractor Coordination

• Make vendor and supplier calls (including local Canadian numbers/dialer), coordinate contractors across cities, and assist with permitting, drawings, and contractor scheduling.
• Negotiate with suppliers for quotes, lead times, and favorable terms.
• Maintain vendor contact lists and update status for each project.

Recruitment & Resourcing Support

• Post job ads, screen incoming applicants, shortlist and pre-qualify candidates (e.g., chefs, handymen, and accountants).
• Schedule interviews and manage candidate communications.
• Maintain records of candidate pipelines and outcomes.
  

Project Organization & Reporting

• Maintain organized project logs, track deadlines, and ensure follow-ups are completed on schedule.
• Provide 30‑day progress reports and ongoing status updates via Teams/Zoom as needed.
• Ensure secure handling of sensitive documents and vendor data.
  
  

Skills, Knowledge and Expertise

Required:

• Demonstrable procurement/vendor sourcing experience in construction, AV, or hospitality supply chains.
• Proven experience managing shared inboxes and calendar coordination (Outlook/Teams).
• Strong phone experience — comfortable making supplier/contractor calls and negotiating over the phone.
• Excellent written English with the ability to mirror Canadian business tone/phrasing (familiarity with Canadian market/business culture).
• Proven track record of organized follow-up and record-keeping (CRM/OneNote or equivalent).
• WFH Set-Up:
  • Computer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.
  • Internet speed of at least 40MBPS
  • Headset with an extended mic that has noise cancellation and a webcam
  • Back-up computer and internet connection
  • Quiet, dedicated workspace at home

Your Superpowers:

• Technical skills:
  • Product sourcing and cost-comparison analysis.
  • Vendor negotiation and order placement.
  • Familiarity with construction/AV/build materials and common specifications.
  • Proficient with Outlook, OneNote, Teams, Zoom, WhatsApp; comfortable using dialer/Google Business Phone if required.
• Soft skills / traits:
  • Clear, professional communicator (phone and email).
  • Highly organized, proactive, and deadline-driven.
  • Strong attention to detail and meticulous note-taking.
  • Reliable, responsive, and customer-service oriented.
  • Curious and willing to learn new products and niche solutions.

You should apply if...

• You enjoy being part of a fast-growing hospitality/restaurant expansion and take ownership of getting tasks done.
• You are comfortable making vendor calls, negotiating, and coordinating across time zones.
• You thrive on turning messy inboxes and loose project details into tidy, actionable plans.
• You are discrete about handling sensitive information and follow best practices for data/privacy.
• You want a remote, flexible VA role and can mirror Canadian business tone in all communications.

What to expect...


Work Setup:

• Remote position
• Must have a reliable internet connection and a quiet workspace
• Required to provide own computer with Intel Core i5 or something similar or higher operating system

Working Hours:

• 20 hours per week
• M - F , 10 am to 2:30 pm Eastern Time |

Compensation:

• $6 per hour
• No benefits package included
  
  

Benefits