Order Processing Assistant – Non-Trade

Vismotor Corporation; Cebu City; On-site; PHP 180,000 - 240,000; Full time

Job summary

Vismotor Corporation in Cebu City, Philippines, is seeking an Order Processing Assistant - Non-Trade to ensure accurate and timely processing of non-trade purchase requests, orders, and related documents. You will coordinate with suppliers and internal departments to monitor deliveries and maintain compliant records.

The role requires handling requisitions through payment, with a focus on accuracy, timelines, and budget controls.

Qualifications

• Bachelor's degree in Industrial Engineering or Business Administration, or related field.
• At least two years of experience in order processing, procurement, logistics, or related.
• Proficient in Microsoft Office and Google Sheets.
• Experience with SAP, ERP, purchasing, inventory, or logistics systems is advantageous.

Responsibilities

• Review approved purchase requests and verify the completeness and accuracy of supporting documents.
• Prepare and process non-trade purchase orders with correct supplier, item, quantity, price, and account details.
• Ensure purchase orders are issued within the required processing timeline.
• Maintain organized records of purchase requests, purchase orders, delivery documents, invoices, and payment requirements.
• Monitor outstanding orders and coordinate with suppliers regarding delivery schedules, incomplete orders, and delayed items.
• Coordinate with Accounting, Finance, warehouses, branches, and requesting departments to facilitate payment processing.
• Track the status of non-trade purchases from requisition, ordering, delivery, receiving, and payment.
• Support scheduling and monitoring of deliveries and inventory transfers.
• Coordinate timely dispatch of branch freebies and in-house spare parts.
• Validate transfer documents and ensure items delivered to correct branch or warehouse.
• Monitor and maintain records of damaged items or those needing follow-up or replacement.
• Review shipping and freight documents and validate billing details for accuracy.
• Assist in monitoring warehouse and branch capacity to prevent delays.
• Prepare regular reports on purchase orders, delivery performance, dispatch status, damaged items, freight charges, and outstanding transactions.
• Ensure all procurement transactions comply with policies, approval limits, documentation standards, and budget controls.
• Support the Non-Trade Buyer and Procurement Supervisor in supplier coordination and process improvement initiatives.

Skills

Microsoft Excel

Google Sheets

Supplier coordination

Data validation

Time management

Organizational skills

Documentation

Attention to detail

SAP/ERP systems

Procurement

Education

Industrial Engineering

Business Economics

Statistics

Mathematics

Supply Chain Management

Business Administration

Tools

SAP

ERP systems

Inventory management systems

Purchasing software

Job description

Job Title: Order Processing Assistant - Non-Trade

Head Office - Cebu
Department: Supply Chain and Logistics
Section: Procurement

Job Summary

The Order Processing Assistant - Non-Trade ensures the accurate and timely processing of non-trade purchase requests, purchase orders, and supporting documents from requisition through payment. The role coordinates with suppliers and internal departments, monitors deliveries and order status, and ensures compliance with company procedures, timelines, and budget controls.

Key Responsibilities

• Review approved purchase requests and verify the completeness and accuracy of supporting documents.

• Prepare and process non-trade purchase orders with correct supplier, item, quantity, price, and account details.

• Ensure purchase orders are issued within the required processing timeline.

• Maintain organized and updated records of purchase requests, purchase orders, delivery documents, invoices, and payment requirements.

• Monitor outstanding orders and coordinate with suppliers regarding delivery schedules, incomplete orders, and delayed items.

• Coordinate with Accounting, Finance, warehouses, branches, and requesting departments to facilitate accurate and timely payment processing.

• Track the status of non-trade purchases from requisition, ordering, delivery, receiving, and payment.

• Support the scheduling and monitoring of deliveries and inventory transfers.

• Coordinate the timely dispatch of branch freebies and in-house spare parts.

• Validate transfer documents and ensure items are delivered to the correct branch or warehouse.

• Monitor and maintain records of damaged units or items requiring follow-up, replacement, or corrective action.

• Review shipping and freight documents and validate billing details for accuracy.

• Assist in monitoring warehouse and branch capacity to prevent overcapacity and receiving delays.

• Prepare regular reports on purchase orders, delivery performance, dispatch status, damaged items, freight charges, and outstanding transactions.

• Ensure all procurement transactions comply with company policies, approval limits, documentation standards, and budget controls.

• Support the Non-Trade Buyer and Procurement Supervisor in supplier coordination and process improvement initiatives.

Qualifications

• Bachelor's degree in Industrial Engineering, Business Economics, Statistics, Mathematics, Supply Chain Management, Business Administration, or a related field.

• At least two years of relevant experience in order processing, procurement, logistics, inventory allocation, or the retail industry.

• Experience in processing purchase requests, purchase orders, invoices, receiving reports, and payment documents is preferred.

• Knowledgeable in supplier coordination, delivery monitoring, documentation, and order tracking.

• Proficient in Microsoft Office, particularly advanced Microsoft Excel, and Google Sheets.

• Experience using SAP, ERP, purchasing, inventory, or logistics systems is an advantage.

• Strong attention to detail and accuracy in processing financial and procurement documents.

• Excellent organizational, communication, and coordination skills.

• Able to manage multiple orders, deadlines, and urgent requirements.

• Strong problem-solving, time-management, and data-validation skills.

• Demonstrates integrity, accountability, teamwork, and results orientation.