Procurement Assistant

One Top Medical Systems Resources OPC; Philippines; On-site; PHP 300,000 - 600,000; Full time

Job summary

One Top Medical Systems Resources OPC in the Philippines is seeking a procurement professional to manage purchase orders, supplier relationships, and administrative support within a busy procurement team.

You will research suppliers, process POs, monitor orders, maintain records, and coordinate with accounts payable to ensure timely payments and accurate documentation.

Qualifications

• Ability to maintain comprehensive databases of suppliers, including contact information, capabilities, and performance data.
• Ability to communicate with local suppliers to ensure timely delivery of goods and services.
• Ability to negotiate terms with local suppliers such as price, quality of goods, deadlines, and expectations.
• Ability to manage returns or exchange of defective or incorrect goods, resolve shortages and missed or late deliveries.
• Ability to coordinate and communicate with suppliers, internal customers, and other related individuals to respond to their questions and explain information.

Responsibilities

• Research and identify suitable suppliers and vendors based on their qualifications and experience using directories, trade associations or networking
• Help create and process purchase orders, ensuring accuracy and completeness of information
• Monitor the status of orders to ensure timely delivery at the warehouse and address any potential issues
• Review purchase orders for accuracy and completeness before they are authorized
• Maintain an updated list of preferred vendors and manager's supplier relationship
• Keep accurate records of incoming and outgoing local materials and maintain procurement files including purchase orders, receipts, invoices, and delivery confirmations
• Check all incoming ordering requests from the sales team and ensure all documents are correct and complete
• Provide administrative support to the procurement team, including organizing meetings, preparing presentations, and managing correspondence
• Work closely with the accounts payable department to ensure that all invoices are paid on time
• Liaise with vendors to address questions about orders, confirm delivery dates, and resolve any discrepancies or issues with delivery or billing

Skills

Vendor management

PO processing

Administrative support

Record keeping

Negotiation

Supplier communication

Job description

About the role

This role encompasses purchase order management, administrative support, and vendor supplier management. You will be responsible for sourcing and processing purchase orders, maintaining procurement records, tracking order status, and managing supplier relationships to ensure smooth procurement operations.

Key responsibilities

• Research and identify suitable suppliers and vendors based on their qualifications and experience using directories, trade associations or networking
• Help create and process purchase orders, ensuring accuracy and completeness of information
• Monitor the status of orders to ensure timely delivery at the warehouse and address any potential issues
• Review purchase orders for accuracy and completeness before they are authorized
• Maintain an updated list of preferred vendors and manager's supplier relationship
• Keep accurate records of incoming and outgoing local materials and maintain procurement files including purchase orders, receipts, invoices, and delivery confirmations
• Check all incoming ordering requests from the sales team and ensure all documents are correct and complete
• Provide administrative support to the procurement team, including organizing meetings, preparing presentations, and managing correspondence
• Work closely with the accounts payable department to ensure that all invoices are paid on time
• Liaise with vendors to address questions about orders, confirm delivery dates, and resolve any discrepancies or issues with delivery or billing

About you

• Ability to maintain comprehensive databases of suppliers, including contact information, capabilities, and performance data
• Ability to communicate with local suppliers to ensure timely delivery of goods and services
• Ability to negotiate terms with local suppliers such as price, quality of goods, deadlines, and expectations
• Ability to manage returns or exchange of defective or incorrect goods, resolve shortages and missed or late deliveries
• Ability to coordinate and communicate with suppliers, internal customers, and other related individuals to respond to their questions and explain information