Purchasing Admin

Private Advertiser; Mexico; On-site; MXN 48,000 - 60,000; Full time

Job summary

Private Advertiser is seeking a Purchasing & Procurement Administrator to organize and manage purchase requests from multiple departments, coordinate with suppliers, and ensure timely delivery of materials. Training and templates will be provided to support sourcing, quotation comparison, and documentation.

The role emphasizes research, supplier coordination, negotiation, and keeping meticulous records to improve purchasing options and overall cost efficiency.

Qualifications

• Graduate of Business Administration, Supply Chain Management, Logistics, Industrial Engineering, Accounting, Operations Management, or another related course is preferred.
• Experience in purchasing, procurement, sourcing, supply chain, logistics, or administrative work is an advantage.
• Fresh graduates with strong analytical, numerical, and organizational skills are welcome to apply.

Responsibilities

• Receive, review, and validate purchase requests from multiple departments.
• Coordinate with Inventory to check stock and requirements before sourcing.
• Source and canvass qualified suppliers for lumber, hardware, finishing materials, and tools.
• Prepare canvass summaries and cost-versus-quality recommendations for approval.
• Prepare purchase orders and procurement documents.
• Process approved purchases through various suppliers and platforms.
• Monitor deliveries and resolve discrepancies to ensure correct items arrive on time.

Skills

Analytical skills

Numerical skills

Organizational skills

Supplier communication

Education

Business Administration / Supply Chain / Logistics or related

Tools

Microsoft Excel

Google Sheets

Job description

About the Company

Our company is based in Lagundi, Mexico, Pampanga and specializes in premium, custom-made solid wood doors, furniture, flooring, stairs, and architectural woodworks.

Because our projects are made to order, our operations rely heavily on timely and accurate purchasing of lumber, hardware, finishing materials, consumables, tools, and other project requirements.

Our Purchasing & Procurement Department works closely with Production, Inventory, Maintenance, Delivery, Accounting, and Management to make sure the company gets the right materials, at the right quality and price, at the right time.

We are continuously improving our systems and are looking for people who want to grow with the company.

About the Role

We are looking for an organized, resourceful, and detail-oriented Purchasing & Procurement Administrator who can help manage purchase requirements from request to completion.

You will be responsible for coordinating purchase requests, sourcing suppliers, comparing quotations, preparing procurement documents, processing approved purchases, monitoring deliveries, and helping ensure that materials arrive correctly and on time.

This role is ideal for someone who enjoys research, supplier coordination, negotiation, numbers, problem-solving, and finding better purchasing options.

You do not need to know every material or supplier on Day 1. Training, supplier references, purchasing procedures, templates, trackers, and actual operational exposure will be provided.

Key Responsibilities

• Receive, review, and validate purchase requests from Production, Maintenance, Delivery, Administration, and other departments.

• Coordinate with Inventory to check available stock, reserved materials, pending orders, and actual purchasing requirements before sourcing.

• Clarify incomplete or unclear purchase requests before processing.

• Source and canvass qualified suppliers for lumber, hardware, finishing materials, consumables, tools, equipment, and other company requirements.

• Compare supplier offers based on price, specifications, quality, VAT treatment, payment terms, availability, lead time, delivery terms, and reliability.

• Prepare clear canvass summaries and practical cost-versus-quality recommendations for approval.

• Prepare purchase orders, wood purchase orders, supplier requests, and other required procurement documents.

• Process approved purchases through suppliers, physical stores, authorized dealers, and online platforms.

• Negotiate pricing, payment terms, delivery arrangements, and other purchasing conditions when appropriate.

• Maintain updated records of approved suppliers, pricing, purchases, lead times, and supplier performance.

• Monitor all open purchase requests and purchase orders until the correct items are received and properly turned over.

• Follow up with suppliers regarding pending or delayed orders.

• Resolve incomplete, damaged, defective, incorrect, or missing deliveries through replacements, returns, refunds, or other appropriate arrangements.

• Coordinate delivery schedules with suppliers, receiving personnel, Production, Inventory, and other requesting departments.

• Verify that delivered materials match the approved specifications, quantities, dimensions, and purchase documents.

• Coordinate discrepancies immediately before materials are accepted or used.

• Ensure that lumber and wood purchases have the required supporting documents, including applicable DENR documentation, before acceptance.

• Maintain organized digital and physical purchasing records, receipts, invoices, purchase orders, supplier quotations, and supporting documents.

• Coordinate with Accounting and Payroll regarding payments, reimbursements, supplier transactions, and supporting documentation when required.

• Monitor recurring purchases and identify opportunities for better pricing, alternative suppliers, bulk purchasing, or improved terms.

• Help improve purchasing systems, supplier databases, procurement trackers, and sourcing procedures.

• Prepare required daily, weekly, and monthly Purchasing & Procurement reports.

About You

• Graduate of Business Administration, Supply Chain Management, Logistics, Industrial Engineering, Accounting, Operations Management, or another related course is preferred.

• Experience in purchasing, procurement, sourcing, supply chain, logistics, or administrative work is an advantage.

• Experience in manufacturing, construction, furniture, hardware, lumber, or building materials is preferred but not required.

• Fresh graduates with strong analytical, numerical, and organizational skills are welcome to apply.

• Proficient in Microsoft Excel or Google Sheets, Google Drive, email, and digital recordkeeping.

• Comfortable working with supplier quotations, purchase orders, spreadsheets, trackers, and documentation.

• Strong numerical ability and attention to prices, quantities, measurements, dimensions, specifications, and totals.

• Able to compare several supplier offers and identify the best overall option—not simply the cheapest one.

• Resourceful and willing to search for alternative suppliers or solutions when an item is difficult to source.

• Professional and confident when communicating with suppliers through phone, email, chat, or in person.

• Comfortable negotiating prices, terms, and delivery schedules professionally.

• Organized and capable of monitoring several purchase requests and deliveries simultaneously.

• Able to prioritize urgent production requirements while keeping routine purchases organized.

• Honest and responsible when handling supplier information, confidential pricing, cash, checks, reimbursements, and company transactions.

• Proactive in following up and raising concerns before purchasing delays affect operations.

• Open to feedback, training, and continuous learning.

• Willing to conduct or assist with local supplier visits and physical-store purchases when necessary.

Our Company Culture

We value continuous improvement, professional development, teamwork, and high standards.

Employees are encouraged to keep learning, improve existing systems, share practical ideas, and develop greater responsibility as their skills grow.

Because Purchasing works closely with several departments, strong communication, coordination, and teamwork are important to us.

We maintain high standards for accuracy, reliability, professionalism, quality, and work performance while providing opportunities for employees to learn and advance.

Compensation

• Starting salary during trainee period: ₱16,000 per month

• Upon successful regularization: ₱20,000 per month or higher, depending on performance, capability, responsibilities, and overall evaluation.

• Further salary growth may be available as the employee develops stronger procurement, supplier-management, negotiation, and operational capabilities.

• Performance-based incentives and other company benefits may be available subject to company policies and eligibility requirements.

Benefits & Development

• Structured onboarding using established purchasing procedures, SOPs, supplier references, templates, and procurement trackers.

• Hands-on experience in sourcing, supplier canvassing, purchasing, negotiation, documentation, and supply coordination.

• Exposure to real manufacturing and construction-related materials, including solid wood, lumber, hardware, finishing materials, tools, and consumables.

• Opportunity to develop practical knowledge of supplier management, cost analysis, purchasing strategy, inventory coordination, and supply-chain operations.

• Experience dealing with both local and online suppliers, manufacturers, distributors, hardware stores, and specialty suppliers.

• Opportunities to contribute ideas for cost savings, supplier improvements, alternative sourcing, and more efficient purchasing systems.

• Cross-department exposure to Production, Inventory, Accounting, Maintenance, Delivery, and Management.

• Career growth opportunities into Senior Purchasing, Procurement Lead, Supply Management, supervisory, and Key Personnel roles depending on performance and company requirements.

• Work-schedule and other company privileges may be available subject to company policies and eligibility requirements.

If you enjoy finding solutions, comparing options, negotiating, coordinating with suppliers, and helping operations run smoothly behind the scenes, this role offers strong opportunities for growth in procurement and supply management.