Procurement assistant
Job Description
Posted on 4 June 2026Job Summary:
The Procurement Assistant plays a crucial role in supporting the procurement team by assisting with purchasing activities, maintaining accurate records, coordinating with suppliers, and ensuring efficient procurement processes. This position requires strong organizational skills, attention to detail, and the ability to manage multiple procurement-related tasks such as supplier communications, purchase order processing, and inventory tracking.
The Procurement Assistant also provides administrative support to ensure smooth operations within the department.
Key Responsibilities:
Procurement Process Management: Assist in the preparation and processing of purchase orders based on approved requests.
Coordinate with suppliers to ensure timely delivery and order accuracy.Maintain accurate records of procurement transactions, including supplier contracts, invoices, and purchase orders.
Supplier Coordination and Negotiation: Communicate with suppliers to obtain quotations, negotiate prices, and confirm order details.
Assist in evaluating vendor performance based on quality, delivery time, and cost-effectiveness.Build and maintain positive relationships with suppliers and vendors.
Inventory and Asset Management: Track procurement of goods and materials to maintain adequate inventory levels.
Work with the warehouse and operations teams to monitor stock movements and restocking needs.Assist in maintaining records of fixed assets and procurement-related documentation.
Budgeting and Cost Control: Assist in monitoring procurement expenses to ensure alignment with budget allocations.
Provide support in cost analysis and identifying potential savings in procurement operations.Help in tracking supplier payment schedules and coordinating with the Finance department for timely payments.
Compliance and Documentation: Ensure procurement activities comply with company policies and regulations.
Assist in preparing reports for audits and financial reviews.Maintain organized records of procurement agreements, supplier contracts, and regulatory compliance documents.
Process Improvement and Support: Provide suggestions for improving procurement processes and supplier management strategies.
Assist in implementing new procurement systems and tools to enhance efficiency.Support training sessions for new procurement staff regarding company policies and procedures.
Miscellaneous Procurement Support: Handle inquiries from internal departments regarding procurement needs.
Support special procurement projects or initiatives assigned by the Procurement Manager.Prepare procurement-related documents such as purchase requests, supplier agreements, and inventory reports.
Qualifications/Requirements
Determines, negotiate, and secures from reliable vendors company requirements considering factors such as the quality, service and price offered. Negotiate pricing, delivery lead time, trade discounts, and credit terms from suppliers.
Encodes and updates pre-quote status report on database.
Coordinates with suppliers on demo units, site survey, and submits related documents for checking / approval.
Coordinates with Warehouse Management, for stocking
Coordinates with suppliers expected delivery lead time
Canvass all assigned PR.
Sends approved PO’s to suppliers for the confirmation.
Segregates and files POs.
Work location
CITY OF MANDALUYONG, NCR, SECOND DISTRICT
Remarks
No additional remarks
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