Admin and Purchasing Staff (Bulacan)

Hexagon Group of Companies; Balagtas; On-site; PHP 279,000 - 424,080; Full time

Job summary

Hexagon Group of Companies seeks a General Admin and Purchasing Staff to provide essential administrative support and manage end-to-end procurement for our cold storage facility. The role covers office operations, supplier coordination, asset and inventory management, and compliance with company policies.

The candidate should have a bachelor’s degree in related field and 2–3 years admin experience, plus 1–2 years in purchasing or procurement, with MS Office proficiency and willingness to travel

Qualifications

• Bachelor’s degree in Business Administration, Management, Supply Chain Management, or related field.
• Certifications in purchasing or supply chain are a plus.
• Minimum of 2–3 years of proven experience in a general administrative role.
• At least 1–2 years of experience specifically in purchasing, procurement, or supply chain.
• Experience in logistics, warehousing, manufacturing, or cold storage is advantageous.
• Vendor management and negotiation experience.
• Familiarity with inventory management of supplies.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint).
• Willingness to travel or do field work.
• Incumbent will be assigned in Balagtas, Bulacan.

Responsibilities

• Manage general office operations including filing, record-keeping, and document organization.
• Handle communications (calls, emails, correspondence) and direct them appropriately.
• Greet visitors and direct them to the right personnel.
• Prepare administrative documents, reports, presentations, and memos.
• Maintain facility databases and records and coordinate meetings and travel.
• Manage mail and packages and ensure office areas are clean and organized.
• Assist with basic HR admin tasks and onboarding paperwork.
• Assist in organizing company events or activities.
• Source and procure goods and services across a wide range of categories.
• Research and evaluate suppliers for price, quality, and reliability.
• Prepare and issue Purchase Orders and coordinate with accounting for payments.
• Negotiate terms with suppliers and track orders for on-time delivery.
• Maintain an approved vendor list and monitor inventory levels to prevent stock-outs.
• Handle basic logistics for purchased goods and storage.

Skills

Vendor management

Negotiation

Microsoft Office

Office administration

Education

Bachelor’s degree in Business Administration/Management/Supply Chain

Tools

Microsoft Word

Microsoft Excel

Microsoft Outlook

Microsoft PowerPoint

Job description

The General Admin and Purchasing Staff is a dual-role position responsible for delivering comprehensive administrative support and managing the end-to-end procurement process for goods and services essential to the daily operations of the cold storage facility. This role ensures the seamless execution of office administration, cost-efficient purchasing, effective supplier coordination, and organized asset and inventory management. The role also covers the acquisition, tagging, monitoring, and disposal of company assets, as well as the tracking of non-trade inventories such as PPE, consumables, office supplies, cleaning materials, and spare parts. The incumbent contributes to operational continuity, cost control, and facility readiness by ensuring that resources are timely, well-managed, and audit-compliant.

DUTIES AND RESPONSIBILITIES

General Administrative Duties

• Manage general office operations, including filing, record-keeping, and document organization (both physical and digital).
• Handle incoming and outgoing communications (calls, emails, correspondence) and direct them appropriately.
• Greet visitors, answer inquiries, and direct them to the appropriate personnel.
• Prepare and process various administrative documents, reports, presentations, and memos.
• Maintain and update various facility-related databases and records (e.g., employee contact information, supplier lists, maintenance schedules).
• Coordinate meetings, appointments, and travel arrangements for staff as needed.
• Manage and distribute incoming and outgoing mail and packages.
• Ensure the administrative area, common spaces, and office equipment are organized, clean, and well-maintained.
• Assist with basic HR-related administrative tasks, such as maintaining employee records, processing leaves, and onboarding paperwork.
• Assist in organizing company events or activities.

Purchasing Duties

• Source and procure a wide range of goods and services essential for the cold storage facility, including but not limited to:
  • Office supplies and equipment
  • Cleaning supplies and materials
  • Maintenance and repair parts for cold storage equipment (e.g., refrigerants, sensors, electrical components – under guidance)
  • PPE (Personal Protective Equipment) for cold environments (e.g., freezer suits, insulated gloves, thermal boots)
  • Operational supplies (e.g., pallets, stretch film, labels, packing materials)
  • Utilities and facility services (e.g., water, electricity, waste disposal, pest control)
• Research, identify, and evaluate potential suppliers, ensuring competitive pricing, quality, and reliability.
• Prepare and issue Purchase Orders (POs) accurately and in a timely manner, ensuring proper authorization.
• Negotiate terms, conditions, and prices with suppliers to achieve the best value for the company.
• Track and expedite orders to ensure timely delivery of goods and services.
• Coordinate with the accounting department for vendor payments and resolve any invoicing discrepancies.
• Maintain and update a comprehensive list of approved vendors and service providers.
• Monitor inventory levels of common supplies and initiate reorder processes to prevent stock-outs.
• Handle basic logistics for purchased goods, ensuring proper receipt and storage.

Non-Trade Inventory and Supplies Management

• Monitor stock levels of non-trade items such as PPE, janitorial supplies, packaging materials, and tools.
• Coordinate with warehouse and end-users for timely replenishment requests.
• Conduct regular inventory counts and update inventory records.

Asset Management

• Oversee the acquisition, tagging, and documentation of company assets.
• Maintain accurate records of fixed assets including equipment, office furniture, and tools.
• Monitor asset movement, utilization, and location assignments.
• Facilitate asset repair, disposal, or write-off in compliance with company policy.
• Support annual physical count and reconciliation of company assets.

MINIMUM QUALIFICATIONS

• Bachelor’s degree in Business Administration, Management, Supply Chain Management, or a related field.
• Relevant certifications in purchasing or supply chain are a plus.
• Minimum of 2-3 years of proven experience in a general administrative role.
• At least 1-2 years of experience specifically in purchasing, procurement, or supply chain.
• Experience in a logistics, warehouse, manufacturing, or cold storage environment is a significant advantage.
• Demonstrated experience with vendor management and negotiation.
• Familiarity with inventory management of supplies.
• Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) or similar tools.
• Amenable to travel or to do field work
• Incumbent will be assigned in Balagtas, Bulacan