Procurement Staff

We are looking for a Procurement Associate to plays a crucial role in supporting and managing the company's procurement, supply chain, inventory management, and operational support functions. This position ensures the smooth and efficient operation of procurement activities by maintaining accurate records, facilitating effective vendor relations, monitoring inventory levels, and providing essential administrative support. The Admin Associate – Procurement is integral to enabling seamless coordination between internal teams, external vendors, and stakeholders, thereby contributing significantly to the company's operational success and growth objectives.

Key Responsibilities:

• Procurement
• Filing: Organize and maintain physical and electronic procurement files, ensuring documents are easily accessible and in compliance with organizational standards.
• Encoding: Accurately input procurement data into the system, maintaining consistency and integrity of information.
• Requests for Quotations (RoQ): Prepare and distribute RoQ to vendors, outlining project requirements and soliciting competitive bids.
• Purchase Orders (PO): Generate PO based on approved requisitions, ensuring completeness and accuracy of details such as quantities, specifications, and delivery schedules.
• Deliveries: Track and coordinate deliveries of purchased goods and services to ensure timely receipt and compliance with PO terms.
• Records: Maintain comprehensive records of procurement activities, including contracts, agreements, and correspondence with vendors.
• Invoices - Encoding: Verify and encode vendor invoices into the accounting system accurately and promptly.
• Canvassing: Conduct market research and canvassing to identify potential vendors and obtain competitive pricing for goods and services.
• Vendor/Contact Database: Maintain a database of vendors and contacts, ensuring information is current and relevant for procurement needs.
• Supplier Management: Foster positive relationships with suppliers, monitor performance against contracts, and address issues or discrepancies as they arise.
• Cost Management: Monitor procurement expenditures and implement cost-saving strategies where possible, ensuring adherence to budgetary constraints.
• Quality Assurance: Collaborate with stakeholders to establish and enforce quality standards for procured goods and services, ensuring consistency and reliability.
• Operational Efficiency: Continuously evaluate and streamline procurement processes to improve efficiency, reduce lead times, and optimize resource allocation.
• Supply Chain and Inventory Management
• Inventory Monitoring/Tracking: Regularly monitor inventory levels to ensure adequate stock availability for operational needs. Utilize inventory management systems to track stock movements, adjustments, and consumption patterns.
• Stock Checks: Conduct routine physical inventory counts to reconcile system records with actual stock on hand. Identify and investigate any discrepancies to maintain accurate inventory records.
• Movement: Coordinate and oversee the movement of inventory within facilities or between locations to support operational requirements. Ensure proper handling and documentation of stock transfers.
• Documentation: Maintain detailed and up-to-date documentation of inventory transactions, including receipts, issuances, returns, and adjustments. Ensure documentation complies with organizational policies and regulatory requirements.
• Stock QA (Quality Assurance): Implement and oversee quality assurance processes for incoming and stored inventory. Conduct inspections and quality checks to ensure inventory meets established quality standards before use or distribution.

• Operational SupportJob Qualification and Skills
• Site Coordination: Coordinate and oversee site activities and logistics to ensure efficient project execution. This includes scheduling deliveries, coordinating equipment and personnel, and addressing on-site issues promptly.
• Documentation: Manage and maintain comprehensive documentation related to project operations, including reports, permits, safety records, and other relevant documents. Ensure documentation is organized and accessible for audits and project reviews.
• General Admin Support: Provide administrative support across various functions, including scheduling meetings, preparing correspondence, managing office supplies, and handling inquiries from internal and external stakeholders.
• Stakeholder Management: Act as a key point of contact for stakeholders involved in project operations. Foster positive relationships and facilitate effective communication between stakeholders to ensure project milestones are met and issues are addressed promptly.

Job Qualification and Skills

• Bachelor’s degree in Business Administration, Supply Chain Management, Logistics, or a related field (preferred).
• 2–3 years of experience in procurement, purchasing, or supply chain operations.
• Experience in construction, engineering, or technical procurement (a plus).
• Familiarity with inventory systems and procurement software.
• Knowledge of basic accounting and cost analysis (advantageous).
• Understanding of vendor/supplier management principles.
• Ability to evaluate suppliers, quotations, and negotiate terms
• Communication and Interpersonal Skills.

Job Type: Full-time

Pay: Php20,000.00 - Php23,000.00 per month

Benefits:

• Flexible schedule

Schedule:

• 8 hour shift
• Day shift

Supplemental Pay:

• 13th month salary

Application Question(s):

• What's your expected monthly basic salary?
• Are you willing to relocate for this role?

Experience:

• Procurement: 3 years (Required)

Work Location: In person