Procurement Specialist

3 weeks ago

Ayala Alabang, National Capital Region, Philippines Filinvest Group Full time
About Filinvest Group

Filinvest Group is a reputable company that requires a skilled Procurement Specialist to join our team. In this role, you will be responsible for sourcing the right items at the right price and quality in the agreed time frame.

Job Description

The Procurement Specialist will aid in the procurement requirements of the various Filinvest Hospitality group of companies. Key duties include evaluating Purchase Requests, Purchase Orders, and Contract Packages on a regular basis, developing and executing implementation strategies for all projects/business units, assisting in negotiation strategies, providing optimal customer service for internal and external parties involved, and monitoring delivery and facilitating payment processing.

Responsibilities:
  • PR/PO Processing and Contract Packages Processing:
    • Review Purchase Request (PR) received and ensure descriptions and specifications are accurate and complete within the prescribed time period based on Service Level Agreement (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 can provide the required items.
    • Prepare technical tabulation/canvass sheet/canvass report to easily evaluate proposals and quotations. Coordinate and secure approval from end-users.
    • Assist in negotiating 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.
    • Evaluate PRs and provide alternatives to end-users to provide the company with the best value and quality items.
    • Provide resolutions to 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.
    • Consolidate and research pricing for the specific item/service being handled.
    • Process assigned Purchase Orders (POs) within the prescribed time period based on the Service Level Agreement (SLA).
  • Delivery Monitoring:
    • Properly endorse awarded POs and supplier details to SCM Logistics and Project team.
    • Ensure delivery of suppliers in accordance with Standard Level Agreement and/or purchase plan by coordinating with SCM Logistics.
    • Set agreed timeline for services thru strict implementation of Notice to Deliver form.
    • Provide assistance and aid in resolution of logistics-related issues and urgent matters.
    • Awareness in capacity of supplier to deliver items prior awarding.
    • Able to resolve issues in deliveries whether it be damaged, missing, etc., within SLA.
  • Payment Monitoring:
    • Ensure on-time payment of suppliers by coordinating with FHC Payments.
    • Validate clarification on items and payment terms prior payment to ensure proper flow of money.
    • Assist in collection of required documents for on-time payment processing.
    • Provide assistance and aid in resolution of payment-related issues and urgent matters.
    • Monitor line item budget against actual cost.
  • Supplier Base:
    • Collaborate with existing suppliers to ensure good working relationship.
    • Secure accreditation requirements from new vendors and endorse same to accreditation committee.
    • Provide feedback on supplier performance.
  • Administrative:
    • Ensure complete and quality PR references from requestors.
    • Coordinate meetings with suppliers.
    • Keep files and records (e.g., Request for Proposal, Purchase Orders, Vendor Files, etc.) for purpose of ensuring availability of documentation and compliance with established policies and regulatory guidelines.
    • Prepare reports such as item status and monitoring, and other relevant to SCM initiatives for presentation to management.
    • Ensure purchasing processes are done legally and ethically.
  • Consolidation / Standardization:
    • Identify similar services for consolidation from different projects leading to faster processing and lower rates.
  • Process Improvement:
    • Understand nature of business/project.
    • Strategic planning and assessment of procurement process.

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