Procurement Administrator (IT Services) - Hybrid

BF JADE E-SERVICES PHILIPPINES INC.; Muntinlupa; Hybrid; PHP 300,000 - 420,000; Full time

Job summary

The ICONIC in Manila is seeking a Procurement Administrator to develop relationships with internal stakeholders, manage software and service invoices, create and track purchase orders, and support renewals. You will maintain supplier records and ensure ITBP tickets are logged in JIRA, resolving queries promptly.

Responsibilities include admin tasks, documentation, and process improvement for software licenses.

Qualifications

• This is not an entry-level role; prior procurement or related admin experience required.
• Experience with cost analysis, budgeting and forecasting preferred.
• Strong organization, time management and ability to multitask to meet deadlines.
• Excellent communication with internal stakeholders and external vendors.
• Detail-oriented data entry and record-keeping with proactive problem solving.

Responsibilities

• Develop and maintain relationships with internal stakeholders across THE ICONIC.
• Manage software and services invoice checks, and handle purchase order creation and management.
• Assist with renewals and approvals for software and services.
• Perform general administrative tasks, including correspondence, follow-ups, and scheduling meetings.
• Contribute to knowledge base articles, solutions, workarounds, and process guides.
• Facilitate approvals and prepare Deal Summaries for renewals.
• Maintain supplier records, contracts, and pricing in the system.
• Ensure ITBP tickets are logged and tracked in JIRA; resolve tickets timely.
• Assist with audits of software licenses and related tasks.
• Contribute to documentation and perform other duties as assigned.

Skills

Organizational skills

Time management

Communication skills

Analytical thinking

Tools

JIRA Service Desk

Dynamics 365 Business Central

Excel (Power Query)

Job description

Our IT team keeps our metaphorical lights on when it comes to our tech. We design, implement, manage and support the enabling technologies to keep our hubs and teams operational. We are always working towards enhancing our systems, infrastructure and processes, with our commitment to continuous improvement, to support better performance across the organisation. We are a dedicated group of IT Service Desk Specialists, Business Partners & Systems Engineers and we are here to help all Iconites.

Responsibility as a Procurement Administrator :

• Develop and maintain strong working relationships with internal stakeholders across THE ICONIC.
• Manage software and services invoice checks, and handle purchase order creation and management, liaising with relevant departments to validate and process payments.
• Assist the other Procurement Administrator with the management and approval processes for software and service renewals.
• Perform general administrative tasks, including correspondence, follow-ups, and scheduling meetings.
• Contribute to the creation and maintenance of support documentation, such as knowledge base articles, solutions, workarounds, and process guides.
• Facilitate the approvals process and assist in preparing Deal Summaries and other required documentation for software and service renewals.
• Maintain and update supplier records, contracts, and pricing information in our system.
• Ensure all IT Business Partner (ITBP) related tickets and requests are logged and tracked in the JIRA system.
• Proactively respond to and resolve IT Business Partner (ITBP) related tickets and customer queries in a timely manner.
• Assist with conducting audits of software licenses in use across the business.
• Perform general administrative tasks such as correspondence, follow-ups and scheduling meetings.
• Contribute to the creation and maintenance of support documentation, such as knowledge base articles, solutions, workarounds, and process guides.
• Perform other tasks and duties as assigned.

REQUIREMENTS:

• This is not an entry-level position; prior experience in procurement, purchasing, or a related administrative role is required.
• Experience in cost analysis, budgeting, and forecasting.
• Strong organizational and time management skills, with the ability to prioritize, multitask, and meet deadlines and commitments.
• Comfortable with and enjoys performing manual and repetitive administrative tasks.
• Excellent communication and interpersonal skills, with the ability to work effectively with both internal stakeholders and external vendors.
• High attention to detail and accuracy in data entry and record-keeping.
• Analytical thinking and strong problem-solving abilities.
• Demonstrates initiative, enthusiasm, and a proactive, “can-do” attitude.
• Process- and efficiency-driven, with the ability to identify and prioritize work effectively.
• Quick to learn new systems and processes, and open to new challenges.
• Knowledge of procurement best practices and relevant regulations is an advantage.

Technical Experience :

• Experience utilising JIRA Service Desk for customer support and ticket management.
• Proficient in creating and managing purchase orders within Dynamics 365 Business Central.
• Advanced skills in Microsoft Excel, including formulas and Power Query, for data manipulation and reporting.

Desired but not Essential :

• Experience using DocuSign and Legal Gateway for document management and approvals.
• Involvement in Software and Services organisational audits, analysis and transformation.
• Analysis of SaaS tools to identify duplication and opportunities for consolidation.
• Familiarity with Power BI for reporting and dashboard creation.
• Meticulous with an eye for detail
• A practical quick learner who is open to new challenges
• Growth mind-set, we never stop learning!

Other Requirements:

• Amenable to hybrid work set-up. Office Location: MCX, Muntinlupa City

The ZALORA Story

ZALORA exists for the millions of fashion consumers in Asia seeking a shopping experience focused on their unique styles, trends, and fit. As Asia’s leading online fashion destination, ZALORA was founded in 2012 and has a presence in Singapore, Indonesia, Malaysia & Brunei, the Philippines, Hong Kong, and Taiwan. ZALORA’s localized sites offer an extensive collection of top international and local brands as well as our own in-house labels across apparel, shoes, and accessories for men and women. ZALORA is part of Global Fashion Group, the world’s leader in online fashion for emerging markets.

ZALORA is not obligated to accept resumes from any third parties on behalf of potential candidates for any position (advertised or otherwise) by any means unless ZALORA has executed a written agreement with such third party and has expressly requested such third party for candidate referrals. Third parties who provide unsolicited resumes of candidate(s) shall waive and forfeit all rights to claim for any placement fees or referral fees in the event that such candidate is eventually engaged or employed by ZALORA or Global Fashion Group.