Procurement Admin Assistant

Hammerjack Pty Ltd; Muntinlupa; On-site; PHP 279,000 - 446,000; Full time

Job summary

Hammerjack Pty Ltd seeks an administration and procurement support professional to back UK & USA procurement teams from Alabang, Philippines. You will raise and process purchase orders, maintain supplier data, and support reporting and document control in a fast-paced environment.

The role involves cross‑border coordination, ensuring accuracy in orders and timely follow-ups with suppliers, while maintaining procurement records and resolving invoice queries with internal teams.

Qualifications

• Previous administrative experience (procurement or admin desirable).
• Familiarity with purchase order systems or ERP systems is an advantage.
• Understanding of basic procurement and purchasing processes is desirable.
• A relevant business or administration qualification preferred but not essential.
• Amenable to work Mid-Shift (3:00PM – 12:00AM, PHT).
• Amenable to work in Alabang, Muntinlupa.

Responsibilities

• Raise, process, and maintain purchase orders in line with approved requests and procurement procedures.
• Update and maintain purchase order confirmations to ensure delivery information is accurate and current.
• Monitor order progress and produce regular follow-up reports to track outstanding purchase orders.
• Identify delivery shortages and liaise with suppliers to confirm delivery dates for outstanding balances.
• Investigate and correct purchase orders showing default, incorrect, or historic dates (e.g. 01/01/1990 or 01/01/1950).
• Proactively follow up with suppliers to resolve delivery delays, discrepancies, and outstanding items.
• Assist with resolving invoice queries in collaboration with suppliers and internal teams.
• Maintain accurate procurement records, including supplier details, pricing, contracts, and documentation.
• Support the procurement team with data entry, reporting, and document control.
• Provide general administrative support, including filing, email management, and record keeping.

Skills

Organizational skills

Attention to detail

Communication skills

Multitasking

Microsoft Excel

Microsoft Outlook

Education

Business/Administration qualification

Tools

ERP systems

Job description

Role Purpose

To provide administrative and operational support to the Procurement team located in UK & USA, ensuring that purchasing activities are accurately recorded, orders are processed efficiently, and supplier information is maintained in line with company procedures.

Reporting to the UK Procurement Manager.

Key Responsibilities (Additions)

• Raise, process, and maintain purchase orders in line with approved requests and procurement procedures
• Update and maintain purchase order confirmations to ensure delivery information is accurate and current
• Monitor order progress and produce regular follow-up reports to track outstanding purchase orders
• Identify delivery shortages and liaise with suppliers to confirm delivery dates for outstanding balances
• Investigate and correct purchase orders showing default, incorrect, or historic dates (e.g. 01/01/1990, 01/01/1950, or any past dates)
• Proactively follow up with suppliers to resolve delivery delays, discrepancies, and outstanding items
• Assist with resolving invoice queries in collaboration with suppliers and internal teams
• Maintain accurate procurement records, including supplier details, pricing, contracts, and documentation
• Support the procurement team with data entry, reporting, and document control
• Support compliance with procurement policies, procedures, and audit requirementsProvide general administrative support, including filing, email management, and record keeping

Skills and Competencies

• Strong organizational and administrative skills
• High level of attention to detail and accuracy
• Good communication skills, both written and verbal
• Ability to manage multiple tasks and meet deadlines
• Confident using Microsoft Office (especially Excel and Outlook)
• Ability to work well independently and as part of a team

Knowledge and Experience

• Previous administrative experience (procurement or admin experience desirable)
• Familiarity with purchase order systems or ERP systems is an advantage
• Understanding of basic procurement and purchasing processes is desirable

Qualifications

• Relevant business or administration qualification preferred but not essential.
• Amenable to work on Mid-Shift (3:00PM – 12:00AM, PHT)
• Amenable to work in Alabang, Muntinlupa.