Purchasing Staff

Job Qualifications:

1. Preferably a Graduate of BS Accountancy and/or any business related course

Required Skills:

1. Strong communication skills and the willingness to make phone calls, emails, and other communications with clients
2. Proficient computer skills, including Microsoft Office Suite (Word, PowerPoint, and Excel)
3. Soft-spoken and good conversationalist
4. Ability to multi task

Required Experience:

1. Preferably with 1-year experience in Purchasing
2. Knowledgeable in ISO Standards

Duties and Responsibilities:

1. Assist in sourcing quotations and proposals from accredited suppliers based on purchase requests.
2. Prepare and encode purchase orders (POs) in accordance with approved requisitions and supplier quotations.
3. Coordinate with suppliers regarding item availability, pricing, delivery schedules, and order confirmations.
4. Follow up on pending deliveries to ensure on-time receipt of goods and services.
5. Verify accuracy of delivered items against POs and delivery receipts and report any discrepancies immediately.
6. Receive and organize supplier invoices, delivery receipts, and other purchasing-related documents.
7. Maintain and update a database of approved suppliers including their products, pricing, and contact details.
8. Assist in preparing procurement reports and documentation needed for audits and internal monitoring.
9. Coordinate with user/requesting departments to clarify item specifications, delivery requirements, or alternative options.
10. Support in the processing of procurement-related permits, licenses, and compliance documents.
11. Ensure purchasing transactions comply with company policies, procedures, and standard practices.
12. Help track stock levels of regular-use items and notify the Purchasing Officer when replenishment is needed.
13. Assist in vendor performance monitoring by documenting delivery issues or feedback from end-users.
14. Provide general administrative support such as filing, scanning, and maintaining organized procurement records.
15. Perform other related duties as assigned by the Purchasing Officer or FA Division Manager