Purchasing Staff

Job Summary:

Purchasing Staff is responsible for supporting the full procurement cycle, including reviewing purchase requests, sourcing and evaluating suppliers, and preparing purchase orders or agreements. The position monitors and coordinates deliveries to ensure timely fulfillment, maintains accurate procurement records, and processes requests for payment. It also handles vendor accreditation, ensures compliance with company policies and audit requirements, and prepares procurement-related reports for management. In addition, the role assists in procurement planning, participates in training initiatives, and recommends process improvements to enhance efficiency, cost-effectiveness, and supplier performance.

Key Responsibilities:

Receiving of Approved Request for Purchase

· Receiving and reviewing approved Purchase Requests (PR) from various departments

· Validating completeness of PR (e.g., item description, quantity, specs, justification, required delivery date)

· Checking/coordinating with the concerned departments regarding the requested materials specifications and delivery schedule

· Clarifying budget codes or project allocations with concerned departments (as applicable)

Sourcing of Potential Suppliers

· Researching of new suppliers

· Sending Request for Quotations (RFQ)

· Evaluating/comparing quotations based on price, quality, lead time, and payment terms

· Negotiating price and terms of payment (for small purchases)

· Verifying supplier legitimacy, track record, and capacity before engagement

· Establishing and maintaining an updated supplier database

· Obtaining necessary compliance documents (e.g., BIR forms, business permits, product certifications)

Creating of Purchase Orders / Agreements Based on Approved Quotation

· Encoding details of materials/services for PO through QuickBooks (soon to be via SAP)

· Preparing agreements or contracts for new consultants, contractors, or service providers

· Issuing of the approved PO to suppliers, contractors, and consultants via email

· Ensuring PO terms are aligned with approved quotations and company policies

· Coordinating internally for necessary PO approvals (e.g., department head, finance)

· Amending POs, if necessary, based on change requests, revised quotations, or backorder situations

Tracking of Orders

· Monitoring and coordinating with suppliers to ensure timely delivery

· Coordinating with the logistics department for materials that require pick-up

· Monitoring and coordinating with the warehouse department for the status of delivery/pick-up

· Coordinating with the supplier to resolve any issues/concerns regarding the delivery or pick-up

· Following up on delayed or partial deliveries

· Ensuring that delivered items match the specifications and quantity in the PO

· Reporting and resolving discrepancies or damaged items with supplier and concerned departments

Maintaining Records

· Keeping and organizing purchasing records – POs, contracts/agreements, supplier quotations, rates, quantities, delivery dates, receiving reports, and related documents

· Digitally filing and tagging of records in the shared drive or procurement system

· Ensuring audit readiness by maintaining traceable procurement documentation

· Updating vendor and contract databases regularly

Preparing of Request for Payment (RFP)

· Processing of RFP for all Consultant's and Contractor's billings as evaluated by QS Dept.

· Processing of RFP for all Suppliers' submitted invoices or billings

· Ensuring correctness of billing documents vs. PO and delivery receipt before endorsement to Finance

· Coordinating with Finance/Accounting on payment release status and concerns

Endorsing of New Vendors to CRIF D-B Philippines for Accreditation

· Coordinating with new vendors and CRIF regarding the endorsement and submission of required documents

· Following up with CRIF on accreditation status and turnaround time

· Maintaining an accreditation log or tracker of pending and approved vendors

Compliance and Reporting

· Ensuring that procurement activities are in line with company policies, standards, and budgetary controls

· Assisting in internal or external audit requirements related to procurement

· Generating reports for management (e.g., monthly PO summary, supplier performance, savings realized)

Support in Procurement Planning

· Assisting in the preparation of annual procurement plans or forecasts

· Coordinating with departments for upcoming requirements to allow strategic sourcing

10.  Continuous Improvement

· Participating in training or workshops related to procurement and supply chain

· Recommending improvements in procurement processes, tools, and documentation practices

Qualifications

· Bachelor's degree in Business Administration, Supply Chain Management, Engineering, or a related field

· Minimum of 3 years' experience in procurement, purchasing, or supply chain

· Background in construction or engineering industries is an advantage

· Experience with PEZA and TIEZA compliance processes is an advantage

· Familiar with procurement workflows, supplier evaluation, and ERP systems (QuickBooks or SAP)

· Strong attention to detail, organizational skills, and proficiency in MS Office

· Effective communicator, proactive team player, and adaptable to new processes