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General Admin Specialist

20 hours ago

Ayala Alabang, National Capital Region, Philippines ServiceFirstCX Full time

ServiceFirst is a world-class call center and BPO with strategic locations around the globe providing an elevated Customer Experience to benefit our client's businesses with exceptional customer engagement.

While our core business is to help our partners better serve their customers, ServiceFirst will also provide reduced labor and operational costs, a diversified footprint for business reliability, and an innovative entrepreneurial culture to attain corporate performance objectives as our partners trusted advisor and preferred business partner.

We need an General Admin Specialist for our Alabang site who will be in charge of procurement, sourcing, payment processing, finance support, supply chain, or administrative operations, preferably in a similar industry.

Principal Functions & Responsibilities:

  • Identify, evaluate, and qualify suppliers based on quality, cost efficiency, lead time, and compliance requirements
  • Conduct market research to source competitive products and services
  • Facilitate Request for Quotation (RFQ), Request for Proposal (RFP), and bid evaluations.
  • Negotiate pricing, terms, and service-level agreements with vendors
  • Ensure all procurement activities comply with company policies, budget approvals, and audit guidelines
  • Maintain updated supplier records and monitor vendor performance
  • Prepare and process Purchase Requisitions (PRs) and Purchase Orders (POs)
  • Coordinate with end-users for specification finalization and delivery timelines
  • Review, route, and ensure completeness of contracts, service agreements, and renewals
  • Track PO status, delivery lead times, and ensure timely fulfillment
  • Validate vendor invoices against approved POs, contracts, and delivery receipts
  • Coordinate with Finance for timely processing of payments and reconciliation of billing issues
  • Ensure completeness of supporting documents (PR, PO, QUOTATION, DR, JO/SA, INVOICE)
  • Monitor payment schedules to avoid service disruption or penalties
  • Maintain accurate and organized documentation for audit and compliance
  • Maintain an updated inventory list of company assets (equipment, furniture, IT items, tools, etc.)
  • Coordinate with Admin, IT, and Warehouse for tagging, deployment, retrieval, and safekeeping of assets
  • Conduct regular physical asset audits and reconcile discrepancies
  • Monitor asset lifecycle, maintenance schedules, repairs, and disposal requirements
  • Prepare reports on asset status, movement, and depreciation (as required)
  • Maintain updated records of consumable supplies (office supplies, pantry items, cleaning materials, printing materials, operational consumables, etc.)
  • Monitor daily, weekly, and monthly consumption levels to ensure adequate stock availability
  • Analyze utilization trends to forecast future supply requirements and prevent stockouts
  • Coordinate issuance, replenishment, and proper storage of supplies
  • Implement FIFO (First-In, First-Out) or other inventory control methods to minimize wastage and expiration
  • Reconcile physical counts against inventory records and investigate discrepancies
  • Prepare regular consumption reports, usage analyses, and inventory status updates for management
  • Provide weekly and monthly procurement status reports (PR/PO summary, supplier updates, budget tracking)
  • Coordinate closely with Operations, Finance, and Management for approvals and alignment
  • Participate in internal reviews to improve procurement processes and cost-saving initiatives

Qualifications

  • With at least 3 years of experience in procurement, sourcing, payment processing, finance support, supply chain, or administrative operations, preferably in a similar industry.
  • Experience in vendor management and asset inventory.
  • Strong attention to detail with the ability to track and manage multiple tasks and deadlines
  • Knowledge of accounting principles and financial processes
  • Ability to work independently and as part of a team in a fast-paced environment
  • Strong organizational and time-management skills
  • Excellent communication skills, both written and verbal
  • Willing to work on shifting schedule
  • Strong negotiation
  • Analytical skill
  • Microsoft programs savvy, especially in Excel

Service First is an equal opportunity and affirmative action employer and will consider all qualified applicants without regard to race, color, religion, national origin, sex, sexual orientation, gender identity, age, disability, veteran status or any other protected factors under federal, state or local law.

Job Type: Full-time

Work Location: In person