Purchasing Lead

The SCM Lead – Hotel Procurement aids in the procurement requirements of the various Filinvest group of companies by sourcing the right item at the right price in the agreed time frame. Tasks include evaluating the OSM – Hotel Purchase Requests and Purchase Orders on a regular basis, developing and executing implementation strategies for all projects/business units, assisting in negotiation strategies, providing optimal level of customer service, preparing reports to identify cost cutting initiatives, and monitoring of delivery and facilitating the processing of payments.
KEY FUNCTIONS/DUTIES AND RESPONSIBILITIES:

PURCHASE PLAN

• Coordination with the end-users regarding the schedule of requirements and identify the needed items

• Participation in the conceptualization discussion of the end-users to determine the feasibility of requirements and provide suggestions / alternatives

• Generating inputs and strategizing purchase plan for project requirements

PR/PO PROCESSING

• Manage Procurement milestones per project

• Review Purchase Request (PR) received and ensure that descriptions and specifications of the items being requested are accurate and complete within the prescribed time period based on SLA

• Examine and prioritize urgent PRs through proper management of workload to serve immediate needs of the company

• Prepare RFQ and send to accredited suppliers who are capable on providing the items required

• Prepare technical tabulation / canvass sheet / canvass report to easily evaluate proposals and quotations. Coordinate and secure approval from the end-users

• Negotiate with vendors the price, warranties, payments, and delivery terms, etc. with proper technical and commercial evaluation, providing the company cost savings

• Communicate through constant interaction with both end-users and suppliers for efficient transactions and to be in accordance with the SLA and/or Purchase Plan Schedule

• Evaluates PRs and provides alternatives to end-users to provide the company with the best value and quality items

• Provide resolutions to the issues and urgent matters before escalating to the team head

• Liaise between Requestor and Vendor for the approval of the item being requested, queries, complaints, and other requirements.

• Process the assigned Purchase Orders (POs) within the prescribed time period based on the Service Level Agreement (SLA)

DELIVERY MONITORING

• Managing delivery milestones

• Properly endorse the awarded POs and supplier details to SCM Logistics

• Ensure delivery of suppliers in accordance to SLA and/or purchase plan by coordinating with SCM Logistics

• Provide assistance in the resolution of logistics related issues and urgent matters

• Able to resolve issues in the deliveries whether it be damaged, missing, etc. within SLA

PAYMENT MONITORING

• Ensure on-time payment of suppliers based on agreed payment terms

• Validate clarification on items and payment terms prior payment to ensure proper flow of money

• Assist in the collection of required documents for on time payment processing

• Liaise between Filinvest Accounting groups, end-user/site, and supplier for the payment of the item being requested, queries, complaints, and other requirements

• Processing and routing of Request for Payment in a timely manner

• Provide assistance and aid in the resolution of payment related issues and urgent matters

SUPPLIER BASE

• To increase suppliers in each category being handled

• Source suppliers (abroad or local) that can provide a balance of good quality and affordable products

• Secure accreditation requirements from new vendors and endorse the same to the accreditation committee

• Evaluates vendors for the purpose of determining their capability based on their performance to serve the requirements

ADMINISTRATIVE

• Ensure proper transmittal of documents

• Coordinate meetings with suppliers

• Keeping files and records (e.g. Request for Proposal, Purchase Orders, Vendor Files, etc.) for the purpose of ensuring the availability of documentation and compliance with established policies and regulatory guidelines

• Prepare reports such as cost analysis, item status and monitoring, and other relevant to SCM initiatives for presentation to management

• Ensure that purchasing processes are done legally and ethically

CONSOLIDATION / STANDARDIZATION

• Identify similar services for consolidation from the different projects leading to faster processing and lower rates

STRATEGIC PLANNING

• Understanding the nature of the business / project

• Strategic Planning and Assessment of the PR – PO Process

ORGANIZATIONAL LEADERSHIP

• Develop, streamline, and manage the purchasing policies, procedures, standards, and strategies in order to ensure process transparency, fairness, impartiality, and confidentiality

• Ensure team projects and deliverables are completed on time

• Provide assistance to users' inquiries, complaints, and requests regarding to purchasing activities

• Plan, organize, direct, manage, and evaluate the purchasing activities of the team being handled

• Construct strategies and initiatives that are aligned with the overall direction of the department for the team being handled

• Supports and explains reasoning for decisions when appropriate

• Sets clear work unit policies and procedures

• Manages workflow and adjust when necessary

• Perform and/or direct day to day administrative tasks

• Maintain current technical skills and apply new knowledge to management tasks for the improvement of purchasing activities

PERSONNEL MANAGEMENT

• Coach and mentor employees and ensure that they achieve their KPAs, KPIs and development plans

• Ensure that the team observes the HR policies in their daily activities

• Provides regular performance feedback, develops subordinates’ skills, and encourages growth

QUALIFICATIONS:

• Graduate of Business Courses/ Technical Courses (Engineering, Architecture)

• With 4-6 years of diversified work related experience in purchasing process

• Willing to be assigned in Muntinlupa City.