Admin/Purchasing Staff

MAIN PURPOSE OF THE JOB

The General Admin and Purchasing Staff is a dual-role position responsible for delivering comprehensive administrative support and managing the end-to-end procurement process for goods and services essential to the daily operations of the cold storage facility.

DUTIES & RESPONSIBILITIES

A. General Administrative Duties:

• Manage general office operations, including filing, record-keeping, and document organization (both physical and digital).
• Handle incoming and outgoing communications (calls, emails, correspondence) and direct them appropriately.
• Greet visitors, answer inquiries, and direct them to the appropriate personnel.
• Prepare and process various administrative documents, reports, presentations, and memos.
• Maintain and update various facility-related databases and records (e.g., employee contact information, supplier lists, maintenance schedules).
• Coordinate meetings, appointments, and travel arrangements for staff as needed.
• Manage and distribute incoming and outgoing mail and packages.
• Ensure the administrative area, common spaces, and office equipment are organized, clean, and well-maintained.
• Assist with basic HR-related administrative tasks, such as maintaining employee records, processing leaves, and onboarding paperwork.
• Assist in organizing company events or activities.

B. Purchasing Duties

• Source and procure a wide range of goods and services essential for the cold storage facility, including but not limited to:
• Office supplies and equipment
• Cleaning supplies and materials
• Maintenance and repair parts for cold storage equipment (e.g., refrigerants, sensors, electrical components - under guidance)
• PPE (Personal Protective Equipment) for cold environments (e.g., freezer suits, insulated gloves, thermal boots)
• Operational supplies (e.g., pallets, stretch film, labels, packing materials)
• Utilities and facility services (e.g., water, electricity, waste disposal, pest control)
• Research, identify, and evaluate potential suppliers, ensuring competitive pricing, quality, and reliability.
• Prepare and issue Purchase Orders (POs) accurately and in a timely manner, ensuring proper authorization.
• Negotiate terms, conditions, and prices with suppliers to achieve the best value for the company.
• Track and expedite orders to ensure timely delivery of goods and services.
• Coordinate with the accounting department for vendor payments and resolve any invoicing discrepancies.
• Maintain and update a comprehensive list of approved vendors and service providers.
• Monitor inventory levels of common supplies and initiate reorder processes to prevent stock-outs.
• Conduct regular supplier performance reviews.
• Handle basic logistics for purchased goods, ensuring proper receipt and storage.

C. Non-Trade Inventory and Supplies Management

• Monitor stock levels of non-trade items such as PPE, janitorial supplies, packaging materials, and tools.
• Coordinate with warehouse and end-users for timely replenishment requests.
• Conduct regular inventory counts and update inventory records.

D. Asset Management

• Oversee the acquisition, tagging, and documentation of company assets.
• Maintain accurate records of fixed assets including equipment, office furniture, and tools.
• Monitor asset movement, utilization, and location assignments.
• Facilitate asset repair, disposal, or write-off in compliance with company policy.
• Support annual physical count and reconciliation of company assets.

MINIMUM QUALIFICATIONS

• Graduate of Bachelor's degree in Business Administration, Management, Supply Chain Management, or a related field
• Minimum of 2-3 years of proven experience in a general administrative role and in purchasing, procurement, or supply chain role
• Relevant certifications in purchasing or supply chain
• The incumbent will be assigned in Balagtas, Bulacan

Job Type: Full-time

Work Location: In person