Procurement Admin Assistant

Krayden, Inc.; Muntinlupa; On-site; PHP 350,000 - 520,000; Full time

Job summary

Krayden, Inc. is seeking an Administrative and Procurement Support specialist to assist the UK and USA procurement teams. The role focuses on accurate PO processing, supplier data maintenance, and timely reporting to ensure effective purchasing activities across regions.

Your responsibilities include updating confirmations, tracking orders, resolving PO issues, and supporting invoice queries with suppliers and internal teams. Mid-shift hours and Alabang, Muntinlupa location are required.

Qualifications

• Strong organizational and administrative skills with high attention to detail.
• Experience or familiarity with purchase orders and procurement processes is preferred.
• Proficient use of MS Excel and Outlook for data entry, reporting, and communication.
• Ability to work independently and as part of a team while meeting deadlines.
• Knowledge of ERP or PO systems is advantageous.
• Candidates amenable to mid-shift (3:00PM–12:00AM, PHT) and Alabang, Muntinlupa.
• Relevant business or administration qualification is preferred but not essential.

Responsibilities

• Raise, process, and maintain purchase orders in line with approved requests and procurement procedures.
• Update and maintain PO confirmations to ensure accurate delivery information.
• Monitor order progress and produce follow-up reports for outstanding POs.
• Identify delivery shortages and liaise with suppliers to confirm delivery dates.
• Investigate and correct POs with default, incorrect, or historic dates.
• Proactively follow up with suppliers to resolve delays and discrepancies.
• Assist with resolving invoice queries with suppliers and internal teams.
• Maintain accurate procurement records including supplier details, pricing, and contracts.
• Support procurement data entry, reporting, and document control.
• Ensure compliance with procurement policies, procedures, and audits.
• Provide general administrative support including filing and email management.

Skills

Organizational skills

Attention to detail

Communication skills

Multitasking

MS Excel

MS Outlook

Independent work

Education

Relevant business or administration qualification

Tools

ERP systems

PO systems

Microsoft Office

Job description

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 requirements
• Provide 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

• 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.