Purchasing Assistant

Gourdo's Inc.; Parañaque; On-site; PHP 360,000 - 480,000; Full time

Job summary

Gourdo's Inc. is seeking a Purchaser/Procurement Assistant to support all purchasing activities, vendor coordination, and inventory management. You will help ensure accurate purchase orders, timely deliveries, and proper documentation across departments.

The role emphasizes strong communication, attention to detail, and proficiency with MS Office and ERP systems to maintain procurement records and support audits.

Qualifications

• Bachelor’s degree preferred.
• Proven purchasing or procurement experience is advantageous.
• Proficient in MS Office and ERP systems.

Responsibilities

• Assist with creation and processing of purchase orders; verify pricing, quantities, and delivery dates.
• Vendor management including sourcing, quotes, negotiation, and issue resolution.
• Inventory management: monitor levels, coordinate with warehouse, audits.
• Facilities management: oversee office maintenance and coordinate external services.
• Administrative support: filing, data entry, and reports for purchasing activities.
• Compliance and documentation: ensure policies, records, and audits are up to date.

Skills

MS Office

Vendor management

Communication

Attention to detail

Multitasking

Education

Bachelor's degree in Business Administration or related field

Tools

ERP systems

Job description

Specific Tasks

1. Purchase Order Processing:

   • Assist with the creation and processing of purchase orders based on requisitions from various departments.

   • Ensure accuracy and completeness of purchase orders, including verifying pricing, quantities, and delivery dates.

   • Follow up with vendors to confirm order details and track order status through to delivery.

2. Vendor Management:

   • Maintain relationships with existing vendors and source new suppliers as needed.

   • Request quotes, negotiate pricing and terms, and evaluate vendor proposals to ensure cost-effectiveness.

   • Address vendor inquiries and resolve any issues or discrepancies that arise during the procurement process.

3. Inventory Management:

   • Monitor inventory levels and assist with inventory control to ensure adequate stock levels are maintained.

   • Coordinate with warehouse or inventory teams to track incoming shipments and update inventory records accordingly.

   • Conduct periodic inventory audits and reconcile discrepancies as needed.

4. Facilities Management:

   • Oversee the maintenance and upkeep of office facilities, including building maintenance, repairs, and janitorial services.

   • Coordinate with external vendors and contractors for facility-related services as needed.

   • Monitor office supplies inventory and ensure adequate stock levels are maintained.

5. Administrative Support:

   • Provide administrative support to the purchasing department, including filing, data entry, and document management.

   • Assist with the preparation of reports, presentations, and other documentation related to purchasing activities.

   • Collaborate with other departments to ensure alignment of purchasing activities with organizational goals and objectives.

6. Compliance and Documentation:

   • Ensure compliance with procurement policies, procedures, and regulations.

   • Maintain accurate and up-to-date procurement records, including purchase orders, contracts, and vendor agreements.

   • Assist with the preparation of documentation for audits and compliance reviews.

Qualifications and Skills

• Bachelor's degree in Business Administration, Supply Chain Management, or related field preferred.
• Proven experience in a purchasing or procurement role is advantageous.
• Proficient in MS Office and experience with purchasing software or ERP systems.
• Very good communication and interpersonal skills, with the ability to interact professionally with vendors and internal stakeholders.
• Detail-oriented with strong organizational and multitasking abilities.
• Knowledge of procurement processes, regulations, and best practices is desirable.