Purchasing Assistant

1 week ago

Pasig, National Capital Region, Philippines Link Business Process Inc. Full time

CORE FUNCTION

The Local & International Supplier & Procurement Specialist is responsible for sourcing, evaluating, and managing both local and international suppliers to ensure timely procurement of high-quality goods and services. The role supports cost-effective purchasing, supplier compliance, documentation accuracy, and efficient coordination with internal departments and external vendors.

**DUTIES AND RESPONSIBILITIES

A. INTERNATIONAL & LOCAL PROCUREMENT**

· Handle procurement requests from all departments (Uniforms, Office Supplies, Counter Supplies, Warehouse Supplies, Workshop supplies, etc.).

· Source international suppliers, ensuring compliance with import requirements, trade regulations, and company standards.

· Coordinate with freight forwarders, brokers, and internal import team to ensure accurate documentation (Invoice, Packing List, COO, HS Codes, Permits, etc.).

· Monitor shipment ETA/ETD and provide regular updates to requesting departments.

· Ensure all materials meet international quality standards and specifications.

B. SUPPLIER SOURCING & EVALUATION

· Compile and review PRFs; identify qualified suppliers locally and abroad.

· Provide at least three (3) supplier options with complete cost and technical comparison.

· Request, inspect, and evaluate sample items before bulk procurement.

· Conduct supplier background checks (legitimacy, capacity, product certifications).

· Evaluate supplier performance, pricing stability, lead times, and after-sales service.

C. QUOTATION & APPROVAL PROCESS

· Prepare and present the Supplier Comparison Sheet to the Supervisor, Manager, and Requestor for approval.

· Organize and schedule meetings for supplier review and deliberation.

· Recommend the supplier that best meets quality, cost, and timeline requirements.

Facilitate awarding of the winning bid.

D. PURCHASE & DOCUMENTATION MANAGEMENT

· Submit approved PRF, Quotations, and Comparison Sheets to Accounting for PO processing.

· Coordinate with suppliers regarding PO confirmation, payment schedule, and delivery timeline.

· Inform suppliers once payment is completed and monitor their compliance with agreed timelines.

· Ensure all international shipments comply with customs requirements (permits, certifications, etc.).

E. COORDINATION & MONITORING

· Track and update procurement tasks in the Google Sheet daily.

· Maintain accurate records of supplier contracts, pricing, and transaction histories.

· Follow up pending deliveries, monitor delays, and address issues with both supplier and concerned departments.

Provide assistance to the Procurement Manager and Department Head on special procurement projects.

JOB QUALIFICATION

· Being present for the given entire required shift.

· Completing any tasks and assignments that have been designated to me.

· Being responsible for the specific duties and responsibilities that are given by the Supervisor.

· Being consistent in doing the right thing in all aspects pertaining to my job.

· Working together with my other co-workers towards a common goal for the business project.

· Responsible and accountable for work outputs and assigned duties.

· Demonstrates consistency, integrity, and attention to detail in all job transactions.

· Highly organized with strong negotiation and communication skills.

· Preferably with experience in procurement, international sourcing, or supply chain.

· Knowledge in importation processes, documentation, and vendor management is an advantage.

·       Capable of coordinating effectively with cross-functional teams.

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