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IT Procurement and Admin Officer
3 months ago
We will reach out to you via the email address provided in your resume should you qualify for the next steps of your application.
Work Arrangement: WFH or Onsite (depending on candidate's preference)
Shift: 8:00am-5:00pm AWST, Mon-Fri
The company is a dynamic and growing IT company committed to delivering exceptional service to our clients. We are seeking a detail-oriented and organized Procurement and Admin Officer to join our team. The ideal candidate will play a key role in maintaining the efficiency of our office operations and supporting various functions within the organization.
Job Description:
Finance Support:
Monitor and manage the accounts email inbox.Assign or take necessary actions on emails related to accounts. Forward all invoices to Xero following our documentationInput customer invoices into Xero following our documentationSend invoices to customers.Follow up outstanding accounts for those over 30 daysOrder Processing and ProcurementConverting new opportunities to tickets, sales orders or projects by following our guide.Processing orders to suppliers to suppliersReceiving orders into AutotaskTrack and manage equipment orders, ensuring timely delivery and availability.Receive orders and parts into Autotask software and ensure proper documentation for invoicing and cross-checking costs. Communicate updates of deliveries to key stakeholdersArrange freight for equipment to ensure timely and cost-effective deliveries.Follow up with vendors and suppliers to obtain ETA on equipment and resolve any delays or discrepancies.Develop strong relationships with distributorsFind alternative suppliers if supply of equipment takes too long or no longer availableCustomer Service:Assist with account, invoice, and order queries from both customers and suppliers.Support and communicate procurement ETA with internal sales teamGeneral Administrative Support:Perform general office tasks as required.Answer and direct phone calls in a professional manner as required.Arrange and book travel and accommodation as required for staffOrder stationary as requiredBook freight when required via online portalEscalate issues in a timely mannerDaily Tasks:Logon to Autotask and action items on Accounts boardProcess opportunities that have been closedGenerate and send purchase orders for equipment to suppliersCommunicate ETA on new and existing orders and update Autotask and communicate changes to key stakeholdersAnswer phones as requiredReceive orders into Autotask, cross checking that costs match what is in the systemForwarding invoices to Xero via emailLogging in and sending invoices within XeroLogging into Xero and sending reminders for invoices over 30 days oldContacting customers where invoices are over 40 days oldAction requests from customers and suppliers eg: query on invoice or updating Purchase ordersAction requests from internal sales team eg, query on ETA of equipmentAnswer and direct incoming phone calls as requiredEscalate issues should they arrive promptlyOther tasks as requiredSkills and Experiences:Experience in IT ProcurementExperience with general office admin or in a similar role.Strong organizational skillsGreat attention to detail.Excellent verbal and written communication and interpersonal abilities.Proficiency in using Xero (nice-to-have).Benefits:21 Days Paid Time Off (PTO) Annually + 1 Additional PTO per successful year of tenure (up to five (5) years)HMO coverage for employee +1 FREE dependent on the first day of employment+1 additional FREE dependent per successful year of tenure (up to five (5) years)Tenure Incentive Program*Referral Bonus of up to Php20,000.00*ALL government mandated benefits * Terms and conditions apply