Administrative & Procurement Coordinator - (PEZA and Regulatory)

Apply Superstaffjobs; Makati; Hybrid; PHP 279,000 - 329,000; Full time

Benefits offered by this job

HMO with 1 free dependent upon hire

Life Insurance

20 PTO credits annually

Great Company Culture

Career Growth and Learning

Equipment provided

Hybrid Set up

Earn Php 25,000 up to Php 29,500

Job summary

Apply Superstaffjobs seeks a Procurement & Admin Services Specialist to support day-to-day purchasing, office administration, facilities, inventory, and compliance. The role is a hands-on generalist, coordinating with vendors, building administration, government offices, and internal teams.

You’ll contribute in admin, procurement, coordination, and documentation, learning and owning assigned tasks while traveling between sites as needed in a hybrid setup at Ayala, Makati.

Qualifications

• 1–3 years of experience in procurement, administration, facilities support, or general operations; BPO/IT-BPM experience is an advantage.
• Experience coordinating with LGUs and government agencies (e.g., BFP, PEZA, BIR, SEC, NPC).
• Knowledge of PEZA permits, Form 8106, e-PEZA documentation, and asset/capital equipment processing.
• Familiarity with Ecozone customs clearance, gate checks, and asset reconciliation.
• Experience with ticketing systems or PR/PO tracking tools is preferred.
• Knowledge of office maintenance, inventory control, vendor coordination, and administrative filing.

Responsibilities

• Procurement & Inventory: process PRs and POs via Jira Service Desk; compare quotations; maintain vendor records; monitor office supplies and asset inventory; perform document summaries using AI tools.
• Vendor & Delivery Coordination: coordinate orders, deliveries, schedules, and concerns; verify items against specs; monitor performance; manage access with building administration and security.
• Facilities & Office Administration: conduct office walkthroughs; coordinate maintenance; monitor electrical, plumbing, HVAC; support meetings, inquiries, and HR/IT/Finance requests; manage seating and office readiness.
• PEZA & Regulatory Support: assist PEZA Farm-In/Farm-Out docs; track assets moved between sites; prepare gate passes; coordinate with PEZA, Customs, and agencies; assist with permits and regulatory needs (Mayor’s Permits, FSIC, Sanitary Permits, Barangay Clearances).
• Maintain organized files for government/regulatory requirements (SEC, BIR, PEZA, NPC); ensure docs are complete and audit-ready.

Skills

administration

procurement

coordination

documentation

Education

Bachelor’s degree

Tools

Jira Service Desk

Microsoft Office

Google Workspace

ChatGPT

Gemini

Claude

Job description

We are looking for a Procurement & Admin Services Specialist to support our day-to-day purchasing, office administration, facilities, inventory, and compliance activities.

This is a hands-on generalist role suited for someone who is organized, detail-oriented, and comfortable coordinating with vendors, building administration, government offices, and internal teams.

You don’t need to be an expert in every area—we’re looking for someone with solid administrative, procurement, coordination, and documentation skills who is willing to learn and take ownership of assigned tasks.

What You’ll Do

Procurement & Inventory

• Process Purchase Requisitions (PRs) and Purchase Orders (POs) using Jira Service Desk.
• Request and compare vendor quotations and assist with vendor evaluation.
• Maintain vendor records, price lists, contracts, and procurement documents.
• Monitor office supplies, equipment, and asset inventory.
• Conduct regular inventory checks and ensure records are accurate and updated.
• Use tools such as ChatGPT, Gemini, or Claude to help with quotation comparisons, document summaries, and routine correspondence.

Vendor & Delivery Coordination

• Coordinate with suppliers regarding orders, deliveries, schedules, and concerns.
• Check delivered items and equipment against purchase specifications.
• Monitor vendor performance and follow up on delayed or incomplete deliveries.
• Coordinate vendor and contractor access with building administration and security.

Facilities & Office Administration

• Conduct regular office walkthroughs to identify maintenance or facility concerns.
• Coordinate with building administration and maintenance providers for repairs and preventive maintenance.
• Monitor basic office conditions, including electrical, plumbing, HVAC, and general workspace concerns.
• Assist with office events, meetings, transmittals, phone inquiries, and other administrative requirements.
• Support HR, IT, Finance, and Operations with administrative requests.
• Monitor seating arrangements, hot-desking, clean-desk guidelines, and general office readiness.
• Prepare gate passes and other documents needed for the movement of company assets.

PEZA & Regulatory Support

• Assist in processing PEZA Farm-In/Farm-Out documentation for company assets moved between sites, vendors, or for repair/calibration.
• Maintain accurate records of assets temporarily moved outside the office and ensure their proper return.
• Prepare and coordinate gate passes and required documents for asset movement.
• Coordinate with PEZA, Customs, building administration, security, and other relevant agencies when needed.
• Assist with business permits and regulatory requirements such as Mayor’s Permits, FSIC, Sanitary Permits, and Barangay Clearances.
• Maintain organized files and documentation for government and regulatory requirements, including support for SEC, BIR, PEZA, and NPC-related documentation.
• Ensure documents are complete, updated, and ready for audits or government inspections.

Requirements

• 1–3 years of experience in procurement, administration, facilities support, or general operations; BPO/IT-BPM experience is an advantage.
• Experience coordinating with LGUs and government agencies (e.g., BFP, PEZA, BIR, SEC, NPC).
• Knowledge of PEZA permits, Form 8106, e-PEZA documentation, and asset/capital equipment processing.
• Familiarity with Ecozone customs clearance, gate checks, and asset reconciliation.
• Experience with ticketing systems or PR/PO tracking tools is preferred.
• Knowledge of office maintenance, inventory control, vendor coordination, and administrative filing.
• Strong ability to multitask, follow compliance processes, and manage routine operational requirements.
• Willing to travel between sites and government offices as needed.
• Bachelor’s degree in a related field preferred.
• Proficient in Microsoft Office/Google Workspace; familiarity with AI tools such as ChatGPT, Gemini, or Claude is an advantage.
• Relevant certifications in project management, supply chain, procurement, AI productivity, or statutory compliance are a plus.
• Willing to report to the Ayala, Makati office as required under a hybrid work setup.

Benefits

• HMO with 1 free dependent upon hire
• Life Insurance
• 20 PTO credits annually
• Great Company Culture
• Career Growth and Learning
• Equipment provided
• Hybrid Set up
• Earn Php 25,000 up to Php 29,500