Submittals & Purchasing Assistant

3 hours ago

Philippines Rooted Talents Full time ₱30,000 - ₱50,000 per year
 
Submittals & Purchasing Assistant

Position Title: Submittals & Purchasing Assistant 

Job Purpose
Support procurement operations and submittals process for flooring / supply / construction projects. Manage purchase orders, track orders/deliveries, coordinate with vendors and project/operations teams to ensure timely procurement and receipt of materials/services. Assist with documentation, vendor communications, and order follow-ups.

Key Responsibilities

  • Receive and review requests from project managers/operations for materials or supplies needed (e.g. flooring materials, subcontractor supplies, project-specific supplies).

  • Identify and reach out to vendors/suppliers to get quotes, availability, lead-times, materials specs/prices, and negotiate terms if needed. Use vendor and supplier networks relevant to flooring/construction supply.

  • Create, issue, and track purchase orders (POs) based on approved request and quotes. Maintain records of all POs.

  • Monitor order status, track delivery schedules, coordinate with receiving/warehouse or project teams to confirm receipt of goods/services. Ensure that deliveries meet specs, quality standards, and match PO/invoice details.

  • Assist with submittals — gather required product specs, cut sheets, compliance documents, material certifications, safety sheets (if applicable), and prepare submittal packets for project proposals or for vendor/subcontractor compliance.

  • Maintain vendor/supplier databases: contact info, catalogs, price lists, delivery terms, lead times, and performance history.

  • Collaborate with AP/Accounting team to ensure invoices from suppliers or subcontractors match POs and receiving records to support accurate invoice processing. This ensures proper matching for procure-to-pay workflows. 

  • Communicate with vendors, suppliers, warehouses, and internal stakeholders to ensure clarity of expectations, delivery schedules, and resolve any order or supply issues.

  • Help manage inventory of supplies (if applicable), track materials on hand vs project needs, and alert management when stock levels are low or reorder is needed.

  • Maintain organized purchasing records, submittal documentation, vendor correspondence, order history, and any compliance paperwork required by projects or regulations.

Qualifications & Skills

  • Prior experience (2–3 years) for a US based company -- procurement / purchasing coordination / procurement support / submittals — ideally within construction, supply, flooring, or materials supply industry.

  • Familiarity with purchase order systems, procurement workflow, vendor management, and basic accounting or invoice matching logic.

  • Strong organizational skills, attention to detail, and ability to manage multiple simultaneous orders/tasks.

  • Good communication skills (vendor negotiation, internal coordination).

  • Ability to follow through on orders, track deadlines/deliveries, and coordinate between departments (operations, warehouse, accounting).

  • Comfortable with administrative tasks: documentation, record-keeping, maintaining databases/spreadsheets.

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