Purchasing and Administrative Assistant

LMI INTEGRATED FORMATION AND EDUCATION, INC. is looking for a Purchasing and Administrative Assistant

Job Summary:

The Purchasing and Administrative Assistant is responsible for supporting the school's administrative functions by managing purchasing activities, maintaining inventory, serving as a property custodian, and acting as a liaison between various departments and external entities. He/She ensures the smooth operation of the school's administrative and logistical processes.

Primary Duties and Responsibilities:

• Purchasing and Procurement
• Oversees the full procurement cycle of goods and services from requisition to delivery.
• Researches and evaluates vendors to ensure cost-effectiveness and quality in purchasing.
• Prepares and processes purchase orders and ensures timely delivery of goods.
• Communicates with vendors to resolve issues related to orders, deliveries, or discrepancies.
• Maintains an updated vendor database, evaluates vendor performance, and initiates cost-saving or efficiency measures.

• Ensures that procurement policies and processes are followed by all employees.

• Property Custodian Duties

• Oversees and manages the school's property, including furniture, equipment, and other assets.
• Conducts regular inspections and audits of school property to ensure everything is in good condition.
• Maintains accurate records of the school's assets and updates inventory lists as needed.
• Ensures proper labeling and documentation of all school-owned equipment and property.
• Facilitates repair or replacement of damaged or outdated items.

• Oversees disposal of unserviceable material assets and other recyclable materials upon approval of the VPAA.

• Inventory Management:

• Develops and implements inventory control procedures to optimize stock levels of office and school supplies.
• Monitors and tracks inventory usage and reports discrepancies or low stock levels.
• Organizes and maintains inventory storage areas to ensure easy access and efficient use of space.
• Conducts regular inventory counts and audits to maintain accuracy in records.

• Works closely with teachers and staff to anticipate inventory needs and manage supplies proactively.

• Facilities & Maintenance Support

• Coordinates minor facilities requests and routine maintenance with service providers or utility personnel.
• Initiates requests for repairs or upkeep based on reports or inspections.

• Maintains a log of facilities issues and resolutions.

• Liaison Duties

• Handles coordination and documentation requirements related to SSS, PhilHealth, Pag-IBIG, and DepEd, especially for admin-related tasks such as clearances, permits, and routine submissions.

• Liaises with partner organizations, service contractors, and LGUs as needed for facilities, compliance, and logistical support.

• Administrative Support

• Assists the school administration with general office tasks such as filing, data entry, and correspondence
• Serves as a key support person for inter-departmental initiatives and school-wide projects involving admin logistics.
• Performs other functions germane to the position as may be assigned by the superior and other school officials from time to time.

Qualifications

• Bachelor's degree in Business Administration or related field.
• At least 1 year of relevant work experience
• Familiarity with procurement processes and vendor coordination.
• Strong organizational and record-keeping skills.
• Proficient in MS Office or Google Workspace; knowledge of inventory systems is a plus.
• Good communication skills
• Ability to multitask and work with minimal supervision.

Working Conditions: This position typically involves working during regular school hours. However, occasional evening or weekend hours may be required during special events or peak periods.

Job Type: Full-time

Benefits:

• Employee discount
• Paid training

Ability to commute/relocate:

• Mariveles: Reliably commute or planning to relocate before starting work (Preferred)

Education:

• Bachelor's (Preferred)

Work Location: In person

Expected Start Date: 09/08/2025