Purchasing Assistant

4 days ago

Quezon City, National Capital Region, Philippines Guzent Inc. Full time ₱400,000 - ₱600,000 per year

· Follow office procurement procedures.

· Review and validate Purchase Requisitions for completeness, approvals, and supporting documents.

· Canvass competitive quotations from multiple suppliers for every purchase requirement.

· Perform price and terms analysis to monitor best-value sourcing decisions by supervisors.

· Conduct necessary due diligence on new and current suppliers, fill out Supplier Accreditation Report.

· Select supplier with respect to quality, suitability, delivery history and pricing.

· Track and document all incoming and outgoing inventory items, including but not limited to major equipment parts, seals, tools, accessories, and attachments.

· Monitor that all parts, purchased or taken from the equipment, are stored and labeled in a proper manner.

· Establish updated and accurate inventory records and support audits.

· Communicate and coordinate with local suppliers for the orders/requirements.

· Monitor that reported defects, discrepancies, substandard quality, or missing items in any orders of purchased items are properly documented and resolved promptly after conferring with supervisors.

· Expedite outstanding purchase orders and urgent requirements to meet delivery schedules/requirements.

· Assist suppliers, couriers and forwarders in case of discrepancies in delivery/ shipping details.

· Submit all procurement-related documents—including, but not limited to, invoices, purchase orders, and delivery receipts—to the Accounting Department as required documentation for supplier payments.

· Prepare Payment Requests for all expenses incurred in every shipment e.g., trucking charges, etc.

· Monitor payment due dates for local suppliers and submit to Accounting for payment preparation.

· Assist in resolving invoice discrepancies/ variances raised by Accounts Payable (AP).

· Regularly update and analyze the PO Monitoring Report to identify trends and improve procurement planning.

· Collaborate with other departments e.g. Operations, Sales and Rental to align procurement activities with company needs.

· Forecast supply and demand to monitor sufficient inventory levels and reduce shortages or excesses.

· Recommend cost-saving opportunities based on procurement and inventory data analysis.

· Evaluate current procurement workflows to recommend enhancements for improved efficiency.

· Stay updated with market trends and sourcing strategies to improve procurement value.

· Performs other tasks as assigned by his/her superior when necessary.

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