Procurement Staff

TOPSERVE SERVICE SOLUTIONS INC; Manila; On-site; PHP 279,000 - 424,000; Full time

Job summary

TOPSERVE SERVICE SOLUTIONS INC. is seeking a Procurement Staff member in Metro Manila to handle day-to-day purchasing, sourcing, and vendor administration, ensuring the organization stays supplied with essential goods and services.

The role covers identifying suppliers, maintaining vendor databases, processing POs, coordinating with departments, and ensuring compliance with internal policies. Entry to mid-level experience and basic negotiation skills are valued in this position.

Qualifications

• Bachelor's degree in business administration, supply chain management, finance, or related field.
• Entry to mid-level experience in purchasing, inventory, or general administrative role.
• Proficiency in office software or ERP systems, basic negotiation abilities, and strong attention to detail.

Responsibilities

• Identify and evaluate potential suppliers and subcontractors based on cost, quality, and delivery performance.
• Maintain and update the approved vendor database, tracking supplier qualifications, metrics, and pricing lists.
• Request and analyze quotations (RFQs), bids, or proposals from competing suppliers.
• Prepare, process, and track purchase requisitions and purchase orders with accurate specifications and terms.
• Coordinate with internal departments to clarify order needs and reconcile purchase, delivery, or invoice discrepancies.
• Monitor delivery schedules and track ordered components or stock up to receipt.
• Ensure all buying activities follow internal policies and relevant regulations.
• Maintain organized records of orders, invoices, receiving notes, and supplier communications.
• Assist management and finance teams with inventory counts, audits, and cost or data analysis.

Skills

ERP systems (SAP/Deltek)

Negotiation abilities

Attention to detail

Education

Bachelor's degree in business administration / supply chain / finance

Tools

ERP software (SAP/Deltek)

Job description

A procurement staff member handles the day-to-day purchasing, sourcing, and vendor administration required to keep an organization supplied with essential goods and services.

Sourcing and Vendor Management

• Identify and evaluate potential suppliers and subcontractors based on cost, quality, and delivery performance.
• Maintain and update the approved vendor database, tracking supplier qualifications, metrics, and pricing lists.
• Request and analyze quotations (RFQs), bids, or proposals from competing suppliers.

Purchasing Operations and Documentation

• Prepare, process, and track purchase requisitions and purchase orders (POs) with accurate specifications and terms.
• Coordinate with internal departments to clarify order needs and reconcile purchase, delivery, or invoice discrepancies.
• Monitor delivery schedules and track ordered components or stock up to receipt.

Compliance and Record Keeping

• Ensure all buying activities follow internal company policies, standard operating procedures, and relevant regulations.
• Maintain organized physical and digital records of orders, invoices, receiving notes, and supplier communications.
• Assist management and finance teams with inventory counts, audits, and cost or data analysis.

Qualifications and Skills

• Education: A bachelor's degree in business administration, supply chain management, finance, or a related field.
• Experience: Entry to mid-level experience in a purchasing, inventory, or general administrative role.
• Skills: Proficiency in office software or enterprise resource planning (ERP) systems (like SAP or Deltek), basic negotiation abilities, and strong attention to detail.