Procurement & Vendor Management VA - Freelance, Remote

Department: Support & Leadership

Employment Type: Part Time

Location: Global+

Reporting To: Client via Magic

Compensation: $6.00 / hour

Description\nAbout 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.\n
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 makeShared Inbox & Communication Management\nManage a shared Outlook inbox: triage, respond, flag, and route messages promptly.\nKeep meticulous notes (contacts, calls, dates, outcomes, required follow-ups) in OneNote/CRM.\nProvide daily/weekly summaries of outstanding items and ensure timely follow-ups.\n\n
Procurement & Sourcing\n\nRapidly source and vet products/services for construction and restaurant build (e.g., sound panels, AV, fabrics).\nCompare supplier options and costs, prepare clear cost-out tables, and recommend top 1–2 suppliers.\nPlace orders and track purchase progress; follow up to ensure timely delivery and resolve vendor issues.\n\n
Vendor & Contractor Coordination\n\nMake vendor and supplier calls (including local Canadian numbers/dialer), coordinate contractors across cities, and assist with permitting, drawings, and contractor scheduling.\nNegotiate with suppliers for quotes, lead times, and favorable terms.\nMaintain vendor contact lists and update status for each project.\n
Recruitment & Resourcing Support\nPost job ads, screen incoming applicants, shortlist and pre-qualify candidates (e.g., chefs, handymen, and accountants).\nSchedule interviews and manage candidate communications.\nMaintain records of candidate pipelines and outcomes.\n\n
Project Organization & Reporting\n\nMaintain organized project logs, track deadlines, and ensure follow-ups are completed on schedule.\nProvide 30‑day progress reports and ongoing status updates via Teams/Zoom as needed.\nEnsure secure handling of sensitive documents and vendor data.\n

Skills, Knowledge and ExpertiseRequired:\nDemonstrable procurement/vendor sourcing experience in construction, AV, or hospitality supply chains.\nProven experience managing shared inboxes and calendar coordination (Outlook/Teams).\nStrong phone experience — comfortable making supplier/contractor calls and negotiating over the phone.\nExcellent written English with the ability to mirror Canadian business tone/phrasing (familiarity with Canadian market/business culture).\nProven track record of organized follow-up and record-keeping (CRM/OneNote or equivalent).\nWFH Set-Up:\nComputer with at least 8GB RAM, an Intel i5 core processor/AMD Ryzen 5 Processor and up.\nInternet speed of at least 40MBPS\nHeadset with an extended mic that has noise cancellation and a webcam\nBack-up computer and internet connection\nQuiet, dedicated workspace at home\n\n\nYour Superpowers:\n\nTechnical skills:\nProduct sourcing and cost-comparison analysis.\nVendor negotiation and order placement.\nFamiliarity with construction/AV/build materials and common specifications.\nProficient with Outlook, OneNote, Teams, Zoom, WhatsApp; comfortable using dialer/Google Business Phone if required.\n\n\n\nSoft skills / traits:\nClear, professional communicator (phone and email).\nHighly organized, proactive, and deadline-driven.\nStrong attention to detail and meticulous note-taking.\nReliable, responsive, and customer-service oriented.\nCurious and willing to learn new products and niche solutions.\n\n\nYou should apply if...\nYou enjoy being part of a fast-growing hospitality/restaurant expansion and take ownership of getting tasks done.\nYou are comfortable making vendor calls, negotiating, and coordinating across time zones.\nYou thrive on turning messy inboxes and loose project details into tidy, actionable plans.\nYou are discrete about handling sensitive information and follow best practices for data/privacy.\nYou want a remote, flexible VA role and can mirror Canadian business tone in all communications.\n\nWhat to expect...

\nWork Setup:\nRemote position\nMust have a reliable internet connection and a quiet workspace\nRequired to provide own computer with Intel Core i5 or something similar or higher operating system\nWorking Hours:\n20 hours per week\n M - F , 10 am to 2:30 pm Eastern Time |\nCompensation:\n$6 per hour\nNo benefits package included\n

Benefits