IT Operations & Procurement Specialist

Hammerjack Pty Ltd; Philippines; Hybrid; PHP 520,000 - 780,000; Full time

Benefits offered by this job

Healthcare and benefits

Performance bonuses

Paid time-off with cash conversion

Group life insurance

Company events

Flexible work arrangements

Job summary

MicroSourcing in the Philippines seeks an IT Operations & Procurement Specialist for a hybrid role in Eastwood, Quezon City with night shifts. You will manage virtual cards, procurement workflows, vendor records, and IT spend reporting, coordinating with IT, Finance, Procurement and Security teams.

The role requires strong organization, attention to detail, and excellent communication, with daily overlap with US Pacific Time.

Qualifications

• Proven experience in IT operations coordination or similar role.
• Strong organizational and time-management skills.
• Exceptional attention to detail and accuracy in financial, vendor, procurement, and operational records.
• Strong written and verbal communication with internal stakeholders, vendors, and cross-functional teams.
• Willingness to work a night shift with overlap with US Pacific Time.

Responsibilities

• Coordinate the full lifecycle of virtual payment cards, including request intake, approval tracking, subscription assignment, card rotation, and cancellation.
• Maintain records mapping active virtual cards to subscriptions, requesters, owners, approvers, and budget owners.
• Reconcile monthly card statements and investigate discrepancies, unexpected charges, and inactive cards.
• Identify cards for cancelled or unused services and coordinate closures with stakeholders.
• Track IT invoices from receipt through payment, and maintain visibility of status.
• Route invoices through approval workflows and maintain audit-ready documentation.
• Track hardware, software, and supply orders, coordinating with vendors, Finance, and Procurement on quotes and status.
• Maintain vendor records including contact information, contract dates, and terms.
• Coordinate calendars, agendas, and logistics for IT meetings, vendor calls, and cross-functional reviews.
• Capture meeting notes and track action items through completion.
• Prepare recurring reports on IT spend, order status, approvals, and outstanding items for IT leadership.
• Maintain team documentation, runbooks, and shared files.
• Document owned processes to ensure repeatability and transferability.
• Identify opportunities to automate recurring administrative tasks.
• Collaborate with IT Engineering, Finance, Procurement, and Security teams with clear context.
• Provide daily overlap with US Pacific Time to support meetings and approvals.

Skills

IT operations coordination

Administrative coordination

Procurement processes

Vendor coordination

Finance operations

Attention to detail

Time management

Communication

Night shift

Tools

Procurement software

CRM systems

IT management platforms

Job description

Discover your 100% YOU with MicroSourcing!

Position: IT Operations & Procurement Specialist

Location: Eastwood, Quezon City

Work setup & shift: Hybrid | Night Shift

Why join MicroSourcing

You'll Have

• Competitive Rewards: Enjoy above-market compensation, healthcare coverage on day one, plus one or more dependents, paid time-off with cash conversion, group life insurance, and performance bonuses
• A Collaborative Spirit: Contribute to a positive and engaging work environment by participating in company-sponsored events and activities.
• Work-Life Harmony: Enjoy the balance between work and life that suits you with flexible work arrangements.
• Career Growth: Take advantage of opportunities for continuous learning and career advancement.
• Inclusive Teamwork: Be part of a team that celebrates diversity and fosters an inclusive culture.

Your Role

• Coordinate the full lifecycle of virtual payment cards, including request intake, approval tracking, subscription assignment, card rotation, and cancellation.
• Maintain accurate records mapping active virtual cards to subscriptions, requesters, owners, approvers, and budget owners.
• Reconcile monthly card statements against expected charges and investigate or elevate discrepancies, unexpected charges, and inactive cards.
• Identify cards associated with cancelled or unused services and coordinate their closure with the appropriate stakeholders.
• Track IT invoices from receipt through approval and payment, following up on pending items and maintaining clear visibility of their status.
• Route invoices and requests through the appropriate approval workflows and maintain documentation required for audit and finance review.
• Track hardware, software, and supply orders throughout the procurement process, coordinating with vendors, Finance, and Procurement on quotes, documentation, and order status.
• Maintain accurate vendor records, including contact information, contract dates, and key terms.
• Coordinate calendars, agendas, logistics, and follow-ups for Corporate IT meetings, vendor calls, and cross-functional reviews.
• Capture meeting notes, decisions, and action items, and proactively track outstanding items through completion.
• Prepare recurring reports and summary materials covering IT spend, order status, approvals, and outstanding action items for IT leadership.
• Maintain team documentation, administrative process guides, runbooks, and organized shared files.
• Document owned processes to ensure they are repeatable, transferable, and easy for the team to follow.
• Identify opportunities to simplify or automate recurring administrative and operational processes.
• Collaborate with IT Engineering, Finance, Procurement, and Security teams, escalating issues with clear context and supporting documentation.
• Provide daily availability and schedule overlap with US Pacific Time business hours to support meetings, coordination, and same-day approvals.

What You Need

Non-negotiables

• Proven experience in IT operations coordination, administrative coordination, executive assistance, procurement, finance operations, or a similar detail-oriented role.
• Strong organizational and time-management skills, with the ability to manage multiple requests, approvals, invoices, orders, and follow-ups simultaneously.
• Exceptional attention to detail and accuracy when maintaining financial, vendor, procurement, and operational records.
• Strong written and verbal communication skills, with the ability to coordinate effectively with internal stakeholders, vendors, and cross-functional teams.
• Willingness and ability to work a night shift schedule with required daily overlap with US Pacific Time business hours.

Preferred Skills/expertise

• Experience working with IT, Finance, Procurement, or Security teams in a corporate environment.
• Familiarity with virtual payment cards, subscription management, invoice processing, procurement workflows, or vendor coordination.
• Experience using business, finance, procurement, CRM, or IT management platforms and maintaining accurate systems of record.
• Experience preparing operational reports, tracking action items, maintaining documentation, and supporting leadership.
• Demonstrated ability to identify process improvements and simplify or automate recurring administrative tasks.

About MicroSourcing

With over 9,000 professionals across 13 delivery centers, MicroSourcing is the pioneer and largest offshore provider of managed services in the Philippines.

Our commitment to 100% YOU

MicroSourcing firmly believes that our company's strength lies in our people's diversity and talent. We are proud to foster an inclusive culture that embraces individuals of all races, genders, ethnicities, abilities, and backgrounds. We provide space for everyone, embracing different perspectives, and making room for opportunities for each individual to thrive.

At MicroSourcing, equality is not merely a slogan – it's our commitment. Our way of life. Here, we don't just accept your unique authentic self - we celebrate it, valuing every individual's contribution to our collective success and growth. Join us in celebrating YOU and your 100%!

For more information, visit MicroSourcing

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