Commissary Admin

Position: Commissary Admin

Job Brief

We're looking for a diligent Commissary Admin to keep our commissary operations organized, accurate, and moving on time. You'll be the admin backbone of production—owning documentation, inventory logs, supplier coordination, and daily reports that help the kitchen and management make fast, smart decisions.

If you're detail-oriented, great with follow-ups, and comfortable working in a fast-paced environment, this role will let you build solid systems and directly impact store performance.

Role Summary

Provide full administrative, documentation, and inventory support to the commissary—covering purchasing coordination, delivery tracking, stock movement, and production reporting—while enforcing FIFO, audit-readiness, and internal controls.

Key Responsibilities

Administration & Coordination

• Provide day-to-day admin support to the Production Head and commissary team.
• Coordinate with suppliers for POs, delivery schedules, and order discrepancies.
• Keep a clean document trail: POs, DRs, ORs/SIs, receiving logs, and internal transfers.
• Maintain confidentiality of company pricing, supplier contracts, and production data.

Inventory, Production & Documentation

• Track daily inventory levels, ingredient usage, yield, and shortages; flag variances.
• Implement FIFO and monitor expiries; enforce proper stock rotation and labeling.
• Encode all inventory movements (receipts, purchase orders to stores, returns, spoilage).
• Capture and file End-of-Day Production Logs (output, wastage, variances).
• Prepare spoilage/shrinkage reports and route for approval weekly/monthly.
• Track commissary-to-store deliveries; match DRs vs. acknowledgements.

Controls, Reporting & Audit-Readiness

• Submit petty cash vouchers & liquidation reports with complete receipts on schedule.
• Keep all food safety/sanitation and production documentation audit-ready.
• Assist in weekly counts and help reconcile month-end inventory (with store & HQ).
• Maintain trackers: purchase log, delivery log, stock cards, and returns log.
• Generate and submit: daily raw/packaging usage, weekly variance, and monthly summary reports to HQ.

Cross-Functional Support

• Participate in opening/closing routines to ensure cleanliness and order.
• Support small logistics needs (e.g., coordinating riders/vehicles for urgent transfers).
• Escalate supply risks early (low stock, delayed delivery, quality issues).

Qualifications

• Bachelor's in Business Management or related (preferred).
• 1+ year admin or inventory experience; commissary/food production a plus.
• Strong organization, follow-through, and attention to detail.
• Proficient in Google Workspace / Microsoft Office (Sheets/Excel, Docs/Word, Drive).
• Clear communicator (written & verbal); comfortable coordinating with suppliers and internal teams.
• Trustworthy and discreet with sensitive records.

Tools You'll Use

• Google Sheets/Excel (inventory logs, production trackers, variance reports)
• Shared Drive/Document Management (POs, DRs, ORs/SIs, approvals)
• Messaging/Email (supplier coordination, internal handoffs)
• POS/Inventory or WMS tools used by the commissary

Success Metrics (KPIs)

• Document Completeness: 100% POs/DRs/ORs filed and linked to movements.
• Inventory Accuracy: ≤1% variance on weekly counts; month-end reconciled by D+6.
• Timeliness: Daily EOD logs submitted by cut-off; weekly reports on schedule.
• FIFO Compliance: Zero expiries due to poor rotation; all items labeled properly.
• Issue Resolution: 100% supplier discrepancies logged and resolved within 3 business days.

Work Setup

• Location: Commissary, with regular visits to stores/HQ (as needed)
• Schedule: 6-day workweek; must cover peak production windows
• Reporting To: Production Head / Management

Job Type: Full-time

Pay: Php21, Php24,000.00 per month

Benefits:

• Company events
• Employee discount
• Opportunities for promotion
• Promotion to permanent employee

Ability to commute/relocate:

• Manila: Reliably commute or planning to relocate before starting work (Preferred)

Application Question(s):

• How much is your salary expectations?

Location:

• Manila (Required)

Work Location: In person