Admin Sales/Procurement Specialist

Auntie Arnie's Inc.; San Juan; On-site; PHP 279,000 - 446,000; Full time

Job summary

Auntie Arnie's Inc. is hiring an Administrative Sales and Procurement Specialist in Metro Manila to ensure smooth daily operations by managing purchasing orders, tracking raw material inventory, and supporting the sales and procurement teams.

The role emphasizes vendor coordination, invoicing accuracy, and comprehensive record-keeping to maintain efficiency across the supply chain. The ideal candidate holds a Bachelor’s degree in Supply Chain Management, Business Administration, Food Technology,

Qualifications

• Bachelor’s degree in Supply Chain Management, Business Administration, Food Technology, or related field.
• 1 to 3 years of work experience in administrative, purchasing, or sales support roles, preferably within a Food Manufacturing or FMCG environment.

Responsibilities

• Procurement & Purchasing Management: Process purchase requisitions for raw ingredients, packaging materials, and factory supplies; source, evaluate, and compare vendors; request quotations and generate POs; monitor inventory; conduct invoice verification.
• Sales Administration & Coordination: Encode sales orders, update client accounts, prepare billing statements or quotations; coordinate with production and warehouse teams; track order fulfillment and communicate delays or updates; maintain records of transactions and reports.
• Administrative & Record-Keeping Duties: Maintain physical and digital filing systems; prepare periodic reports on purchasing expenditures and supplier performance; ensure compliance with food safety regulations and internal guidelines.

Skills

Procurement management

Sales administration

Record-keeping

Vendor management

Education

Bachelor’s degree in Supply Chain Management, Business Administration, Food Technology, or related

Job description

Job description:

Administrative Sales and Procurement Specialist ensures the smooth daily operation of the supply chain and commercial activities by managing purchasing orders, tracking raw material inventory, and providing administrative support to the sales and procurement departments. This role requires maintaining compliance with food safety and quality standards, coordinating with suppliers, and processing client or sales documentation efficiently.

1. Procurement & Purchasing Management

• Process purchase requisitions for raw food ingredients, packaging materials, and factory supplies in a timely manner.

• Source, evaluate, and compare reliable vendors and suppliers based on pricing, delivery timelines, and food-grade quality standards.

• Request quotations, negotiate basic pricing and terms, and generate accurate Purchase Orders (POs).

• Monitor inventory stock levels to prevent production shortages or excess raw material spoilage.

• Conduct invoice verification by matching supplier invoices, delivery receipts, and purchase orders before endorsement to finance.

2. Sales Administration & Coordination

• Assist the sales team by encoding sales orders, updating client accounts, and preparing billing statements or quotations.

• Coordinate with production and warehouse teams to align raw material stock availability with incoming sales demand and delivery schedules.

• Track order fulfillment and communicate any shipment delays or product availability updates to internal stakeholders and clients.

• Maintain organized records of customer transactions, contracts, and sales reports.

3. Administrative & Record-Keeping Duties

• Maintain comprehensive physical and digital filing systems for all procurement contracts, vendor accreditation forms, and sales records.

• Prepare periodic reports on purchasing expenditures, supplier performance metrics, and inventory tracking.

• Ensure all purchasing and administrative processes comply with local food safety regulations, company policies, and internal audit guidelines.

Qualifications:

• Bachelor’s degree in Supply Chain Management, Business Administration, Food Technology, or a related field.

• 1 to 3 years of work experience in administrative, purchasing, or sales support roles, preferably within a Food Manufacturing or FMCG environment.