Purchasing Assistant

Masaito Development Corporation; Makati; On-site; PHP 100,000 - 400,000; Full time

Job summary

A prominent real estate firm is seeking a Purchasing Assistant to provide essential administrative and logistical support. You will manage purchase orders, maintain supplier communications, and track deliveries. The ideal candidate has a college degree and relevant experience in purchasing. Strong proficiency in Microsoft Office is essential. This role offers an opportunity to work in a dynamic environment and collaborate with various teams.

Qualifications

• Prior purchasing or procurement experience is beneficial.
• Familiarity with real estate or construction industries is an advantage.
• Proficiency in Microsoft Office and experience with purchasing systems is preferred.

Responsibilities

• Prepare and issue purchase orders as directed.
• Maintain communication with suppliers to manage order status.
• Monitor stock levels to coordinate timely restocking.
• Ensure all purchasing documents are audit-ready.

Skills

Detail-oriented

Organized

Excellent communication

Time management

Education

College degree in Business, Logistics, or Supply Chain Management

Tools

Microsoft Office (Word, Excel, Outlook)

SAP

IFCA

Job description

The Purchasing Assistant provides essential administrative and logistical support to the Purchasing Department. This role ensures smooth procurement operations by coordinating purchase orders, maintaining supplier communications, and tracking timely deliveries to meet the company’s supply and project requirements.

Duties and Responsibilities

1. Order Processing and Management

• Prepare, review, and issue purchase orders as directed by the Purchasing Manager.
• Confirm order details with suppliers, including specifications, quantities, pricing, and delivery schedules.

2. Supplier Coordination and Communication

• Maintain regular communication with suppliers to monitor order status, resolve discrepancies, and follow up on pending deliveries.
• Foster strong relationships with suppliers to ensure reliable service and competitive pricing.

3. Inventory Monitoring

• Assist in monitoring stock levels to anticipate supply needs.
• Report low inventory and coordinate timely restocking with relevant departments.

4. Documentation and Record Keeping

• Maintain accurate records of purchase orders, invoices, and supplier contracts using Google Sheets.
• Update price lists monthly for easy reference and tracking.
• Ensure all documents are audit-ready and compliant with company policies.

5. Tracking and Delivery Management

• Monitor purchase orders to ensure timely delivery of materials.
• Address delivery issues, coordinate necessary adjustments, and update concerned departments accordingly.

6. Cost Management and Analysis

• Gather and analyze supplier pricing data to support cost-effective purchasing.
• Assist in negotiating favorable terms for bulk or long-term agreements.

7. Internal Collaboration

• Coordinate with Inventory, Finance, Construction, and other departments to fulfill operational and project needs.
• Support cross-functional requests to ensure efficient procurement and delivery timelines.

8. General Administrative Support

• Perform administrative tasks including data entry, filing, and responding to purchasing inquiries.
• Assist in preparing purchasing reports, analyses, and forecasts as needed.

Qualifications

• Education: College degree preferred; coursework in Business, Logistics, or Supply Chain Management is a plus.
• Experience: Prior purchasing or procurement experience is beneficial. Familiarity with real estate or construction industries is an advantage.
• Technical Skills: Proficiency in Microsoft Office (Word, Excel, Outlook). Experience with SAP, IFCA, or similar purchasing systems is preferred.
• Personal Attributes: Detail-oriented, organized, proactive, and a strong team player. Excellent communication and time management skills are essential.