Purchasing & Inventory Officer (Virtual Assistant/WFH) | Australian Company

About Us

Live Services Group is a leading provider of Electrical, HVAC, Solar, and Plumbing services across Southeast Queensland, Australia. We support a high-volume operation across multiple divisions, delivering responsive, high-quality services to commercial, residential, and insurance clients.

As our business continues to grow, we are looking for a reliable, organised, and proactive Virtual Assistant – Purchasing Officer to join our expanding team in the Philippines.

The Role

We are seeking a detail-oriented Virtual Assistant to manage purchasing activities, supplier coordination, purchase order administration, and inventory monitoring across our business.

This is a full-time, work-from-home position that plays an important role in ensuring our field teams have the materials and equipment they need to complete jobs efficiently and on schedule.

The successful candidate will work closely with our Australian management, project managers, warehouse personnel, suppliers, and administration teams to streamline purchasing processes, maintain accurate inventory records, and ensure efficient procurement operations.

Key Responsibilities

• Create, process, track, and monitor purchase orders using Simpro.
• Source materials, equipment, and supplies from suitable suppliers.
• Request and compare supplier quotations to ensure competitive pricing.
• Negotiate pricing, discounts, and delivery arrangements with suppliers.
• Coordinate directly with suppliers regarding orders, pricing, product availability, delivery schedules, and any purchasing concerns.
• Follow up on outstanding purchase orders, backorders, delayed deliveries, and supplier discrepancies.
• Coordinate with project managers, tradespeople, warehouse personnel, and administration staff regarding material and stock requirements.
• Maintain and monitor stocktake and inventory records, ensuring stock levels are accurately reflected in Simpro.
• Coordinate with on-site warehouse personnel to facilitate physical stocktakes, reconcile inventory discrepancies, and update stock records accordingly.
• Monitor stock levels, identify low-stock items, and coordinate replenishment to avoid operational delays.
• Create, maintain, and update catalogue items in Simpro as required, including product descriptions, supplier details, pricing, and material codes.
• Ensure purchasing records, supplier information, inventory data, and order documentation are accurate and up to date.
• Monitor material costs and ensure purchases are correctly allocated to jobs in Simpro.
• Identify opportunities for cost savings, improved supplier arrangements, and more efficient purchasing and inventory processes.
• Prepare purchasing, stock, and inventory reports as required by management.
• Provide general administrative support and perform other ad hoc duties as directed by management.

About You

We are looking for someone who is highly organised, resourceful, detail-oriented, and confident communicating with suppliers and internal teams.

Requirements:

• Previous experience as a Virtual Assistant, Purchasing Officer, Procurement Assistant, Inventory Administrator, or in a similar role.
• Excellent written and verbal English communication skills.
• Strong organisational, multitasking, and time management abilities.
• Experience sourcing suppliers, requesting quotations, negotiating prices, and coordinating deliveries.
• Knowledge of purchase order processing, stock monitoring, and inventory management.
• High attention to detail and accuracy in data entry, catalogue maintenance, and recordkeeping.
• Proficiency in Microsoft Office, particularly Excel, and Google Workspace.
• Ability to work independently, take initiative, and manage competing priorities.
• Strong problem-solving skills and ability to follow up on outstanding tasks.
• Reliable internet connection and suitable work-from-home equipment.
• Willingness to work Australian business hours.

Highly Regarded:

• Experience using Simpro or similar job management, purchasing, or inventory management software.
• Previous experience supporting an Australian business.
• Knowledge of electrical, plumbing, HVAC, solar, or construction materials.
• Experience in supplier management, procurement, inventory reconciliation, and catalogue maintenance.
• Experience preparing purchasing and inventory reports.

What We Offer

• Stable, full-time work-from-home opportunity.
• Competitive salary based on experience an…