Procurement Admin Assistant - MID SHIFT | ONSITE

CAPLINQ Philippines, Inc.; Muntinlupa; On-site; PHP 360,000 - 600,000; Full time

Job summary

CAPLINQ Philippines, Inc. in Manila is seeking an Administrative & Procurement Support specialist to assist the UK and USA procurement teams.

You will process purchase orders, maintain supplier records, and coordinate with suppliers to ensure on-time deliveries and accurate documentation. The role reports to the UK Procurement Manager and requires strong organisational skills, attention to detail, and proficiency in MS Office.

Qualifications

• Candidates should have strong administrative experience, preferably in procurement or admin roles.
• Familiarity with purchase order systems or ERP systems is advantageous.
• Understanding of basic procurement and purchasing processes is desirable.

Responsibilities

• Raise, process, and maintain purchase orders in line with approved requests and procedures.
• Update purchase order confirmations to keep delivery information accurate.
• Monitor order progress and generate follow-up reports for outstanding POs.
• Identify delivery shortages and liaise with suppliers on delivery dates.
• Investigate and correct POs with default or past dates.
• Follow up with suppliers to resolve delays and outstanding items.
• Assist with resolving invoice queries with suppliers and internal teams.
• Maintain 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 (filing, email management, record keeping).

Skills

Organisational skills

Administrative skills

Attention to detail

Communication skills

MS Office

Multitasking

Teamwork

Education

Business/Administration qualification

Tools

Microsoft Excel

Outlook

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 requirements


• Provide general administrative support, including filing, email management, and record keeping

Skills and Competencies

• Strong organisational 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.