Procurement & Vendor Management VA – Freelance, Remote

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Magic
USA, United States (Remote)
  • Gastronomy
  • FlexTime
  • PartTime
  • Applications have closed

Procurement & Vendor Management VA – Freelance, RemoteDepartment: Support & LeadershipEmployment Type: Part TimeLocation: Global Reporting To: Client via MagicCompensation: $6.00 / hourDescription 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 makeShared 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 ExpertiseRequired:

  • 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

Magic

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