JOB DESCRIPTION:
Job Summary
The Purchasing Assistant provides comprehensive support to procurement operations and administrative services. This role is responsible for facilitating purchasing activities, managing vendor communication, processing payments, coordinating deliveries and services, supporting inventory and asset management, and handling equipment disposal through auction. The position requires a high level of organization, accuracy, and strong communication skills to ensure efficient procurement processes and compliance with company policies.
Key Responsibilities
- Procurement and Purchasing
- Handle canvassing and bidding activities to obtain competitive quotes and ensure cost-effective procurement.
- Compile canvass summaries to support efficient Purchase Order (PO) processing in SAP
- Review purchase requests, verify supporting documentation, and coordinate timely issuance of Purchase Orders (PO).
- Monitor and track PO delivery status and coordinate distribution of items to end-user departments.
- Schedule and oversee routine services such as air-conditioning cleaning, equipment repair, and vehicle maintenance.
- Vendor Payment Processing
- Prepare and validate vendor payment requests in compliance with financial guidelines.
- Complete Disbursement Request Forms and attach all required supporting documents (e.g., SI, DR, PO/MRF/JO/CA, Liquidation, PCV, FAR forms, e-approvals).
- Scan, print, organize, and submit finalized payment requests to the Finance Department through the designated channels.
- Compile document summaries and maintain orderly records for auditing and tracking purposes.
- Vendor Communication and Collection
- Respond to vendor collection inquiries and resolve any issues related to billing or delivery.
- Review and reconcile vendor Statements of Account (SOA).
- Maintain effective communication with vendors to verify, clarify, and resolve discrepancies.
- Asset and Inventory Support
- Assist in the deployment and documentation of Fixed Assets (FA) to assigned end users.
- Handle the preparation of fixed asset movement reports and annual physical inventory processes.
- Generate and update employee accountability reports for clearance and offboarding.
- Handle the auction process for company equipment identified for disposal, including coordination of listings, documentation, bidder communication, and logistical support during auction events.
- General Administrative Support
- Provide regular updates on the status of assigned tasks and ongoing procurement activities.
- Perform other related duties and ad-hoc assignments.
Job Qualifications
- College graduate or bachelor’s degree in Business Administration or any related field.
- A minimum of one to two years of relevant experience in purchasing, procurement, or administrative support.
- Prior experience with inventory management or purchasing software (e.g., SAP)
- Strong organizational and time-management skills, with the ability to handle multiple tasks and deadlines efficiently.
- High level of attention to detail and accuracy in processing purchase orders, invoices, and vendor records.
- Excellent written and verbal communication skills for effective interaction with suppliers, vendors, and internal departments.
- Basic negotiation skills and the ability to analyze pricing and contract terms.
- Proficiency in Microsoft Office applications, particularly Excel, and competency in general data entry.
- Problem-solving abilities, with a proactive approach to resolving procurement and supply-related issues.