Buyer

Purchasing Assistant

Renders assistance in the procurement process by helping in the acquisition of materials, supplies, and services for the organization. This position involves administrative duties, supplier coordination, data entry, and support for the purchasing team to ensure timely and cost-effective purchasing. The ideal candidate will be highly organized, detail-oriented, and capable of working in a fast-paced environment with minimal supervision.

Duties & Responsibilities

1. Procurement Support

1.1 Assist in processing purchase requisitions and converting them into purchase orders.

1.2 Obtain quotations from vendors and support the selection process based on price, quality, and delivery timelines.

1.3 Track and follow up on outstanding purchase orders to ensure timely delivery.

1.4 Verify the accuracy of order details such as quantity, specifications, price, and delivery terms.

2. Supplier Coordination

2.1 Communicate with suppliers to confirm orders, lead times, and shipping arrangements.

2.2 Assist in resolving issues related to delays, damaged goods, or discrepancies in orders.

2.3 Maintain and update supplier contact information and performance records.

2.4 Support the onboarding process of new suppliers and gather required documentation.

3. Documentation and Record-Keeping

3.1 Maintain accurate and organized records of purchase orders, invoices, quotations, and supplier correspondence.

3.2 Update procurement files or available databases in the ERP or purchasing system.

3.3 Prepare basic purchasing reports, summaries, and spreadsheets as required by management.

4. Inventory and Internal Coordination

4.1 Coordinate with warehouse or inventory teams to confirm receipt of goods and resolve mismatches.

4.2 Assist in monitoring stock levels and alert the purchasing team when reordering is necessary.

4.3 Collaborate with internal departments (e.g., finance, operations) to confirm purchase requirements and resolve procurement issues.

5. Compliance and Process Adherence

5.1 Ensure purchasing activities comply with company policies and internal controls.

5.2 Adhere to procurement timelines, quality standards, and cost targets.

5.3 Participate in supplier evaluations and audits as needed.

6. Others

6.1 Petty Cash and Office Supply Requests: Assistant may also handle low-value routine purchases, with the knowledge and approval of the Purchasing Manager.

6.2 May occasionally require coordination with suppliers or warehouse staff outside normal hours.

6.3 Must be flexible and responsive to urgent concerns based on business needs or peak procurement/warehouse periods.

6.4 Reports directly to the Purchasing Officer/Purchasing Manager.

6.5 Performs other related duties as may be assigned by the immediate superior or manager from time to time.

7. Skills

7.1 Reports should highlight progress against KPIs or metric for evaluation such as:

• Purchase Order Accuracy

• Procurement Lead Time

• On-Time Delivery Rate

• Cost savings from Procurement

• Vendor response time

• Inventory Reorder Accuracy

• Returned/Rejected Items rate

• Document Turnaround Time

7.2 Proficiency in Microsoft Office (especially Excel and Outlook).

7.3 Familiarity with procurement or ERP systems or Microsoft Dynamics is required. Responsible for ensuring accuracy and completeness of all data entries in documents and ERP systems.

7.4 Excellent organizational and time-management skills.

7.5 Strong communication and interpersonal abilities.

7.6 High level of accuracy and attention to detail.

7.7 Ability to multitask and prioritize workload effectively.

7.8 Willingness to learn and adapt to new systems and processes. Expected to actively participate in training related to procurement systems and policies, as well as other company-related training programs and events.

Job Type: Full-time

Pay: Php19, Php20,000.00 per month

Work Location: In person