Procurement and Administrative Assistant

4 days ago

Mandaluyong Central Post Office, Philippines Fasttrack Solutions ERP Inc Full time ₱240,000 - ₱360,000 per year

Primary Purpose of Position

Responsible for handling front office reception, procurement and administration duties, including answering phones, handling company inquiries, sorting and distributing office correspondence, sourcing of vendors, scheduling, review and placing vendor purchases, monitoring and maintaining inventory of offices supplies and coordination with other GSS teams in relation to vendor purchases.

Key Responsibilities

 Provide clerical and administrative support in an effective and efficient manner by providing the

highest level of customer service for clients, staff, and visitors.

 Answer telephone, screen and direct calls.

 Take and relay messages.

 Provide information to callers.

 Greet and direct visitors entering organization.

 Provide administrative and clerical support.

 Ensure knowledge of staff movements in and out of organization.

 Timely distribution of mail, deliveries and faxes.

 Manage courier coordination.

 Research and investigate information to enable strategic decision-making by others.

 Maintain security by following procedures and monitoring logbook.

 Maintain cleanliness of the reception area.

 Works with vendors for sourcing, scheduling, review and placing purchases.

 Receive orders, verify that the correct items and amount have been delivered.

 Keep records to prevent inventory gaps and note when order has to be made when office

supplies are low.

 Checks purchase requisitions or purchase orders for accuracy, completeness and clarity.

 Notify appropriate supervisor and/or manager of any critical incidents or emergencies.

 Ad hoc tasks as requested

Facilities Support (Back-up)

 Issuance and retrieval of Company ID and Access Cards.

 Issuance and retrieval of Company Assets (Facilities and IT assets).

 Office supplies inventory.

 Monitoring and updating of Visitor's log sheet.

 Creation of Purchase Requisition (PR) for Facilities related supplies, maintenance and repairs.

 Monitoring and submission of vendor's billing/invoice to Finance.

 Received, sort, and distribute daily mail/ office correspondence. Monitoring and updating of Reception document tracker.

 Scanning of documents, submission and pick-up gatepass/work permit.

Procurement/Admin Support (Back-up)

 Support Procurement and Administrative Specialist.

 Sourcing of vendors/suppliers as needed.

 Provide assistance in Room Reservation, Fleet Management, Hotel bookings and

administrative assistance to visitors.

 Help coordinate repairs and maintenance requests for IT asset, office equipment and pantry

equipment. (laptop, headset, printers, coffee makers, water dispensers, microwave).

Key Qualifications, Knowledge, Skills and Experience

 Candidate must possess at least Bachelor's/College Degree in Business

Studies/Administration/Management, Hospitality/Tourism/Hotel Management or equivalent.

 Minimum 3 years of experience in the same role. Experience in procurement and administrative or

clerical activities is highly preferred.

 Competent in MS Office Suite particularly in Word, Excel, PowerPoint and Outlook applications.

Job Type: Full-time

Pay: Php20, Php23,000.00 per month

Benefits:

  • Additional leave
  • Company Christmas gift
  • Company events
  • Health insurance
  • Life insurance
  • Opportunities for promotion

Work Location: In person

Expected Start Date: 10/06/2025

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