Purchasing Assistant

Filoil Logistics Corporation; Philippines; On-site; PHP 300,000 - 420,000; Full time

Job summary

Filoil Logistics Corporation in the Philippines seeks an organized Procurement Officer to manage end-to-end purchasing, supplier coordination, and delivery monitoring. You will ensure PO accuracy, competitive pricing, and compliant documentation across departments.

Qualifications include a Bachelor's degree in Business Administration or Supply Chain, 1–2 years in purchasing or internship exposure, and proficiency in MS Office; ERP/SAP experience is a plus. Fresh graduates welcome.

Qualifications

• Bachelor's degree in Business Administration, Supply Chain Management, Logistics, or related field.
• 1–2 years experience in purchasing, procurement, or supply chain is an advantage; fresh graduates may be considered.
• Proficient in MS Office applications, especially Excel and Word; ERP/SAP experience is a plus.

Responsibilities

• Procurement Operations: review PRs, source suppliers, obtain quotations, and process POs with proper approvals.
• Supplier Coordination: maintain supplier relationships, pricing terms, and delivery schedules; assist in supplier accreditation.
• Delivery Monitoring: track outstanding POs, coordinate with departments on delivery, verify conformance to specs and documentation.
• Documentation and Records Management: maintain procurement records, process invoices and related documents, ensure completeness and accuracy.
• Internal Coordination: liaise with Operations, Warehouse, Logistics, Finance, and other departments to meet procurement requirements.
• Compliance and Cost Control: ensure policy compliance and seek competitive pricing; protect confidentiality of quotations.

Skills

Strong communication

Negotiation skills

Time management

Detail-oriented

Organizational skills

Education

Bachelor's degree in Business Administration / Supply Chain / Logistics

Tools

Microsoft Excel

Microsoft Word

ERP/SAP systems

Job description

Key Responsibilities

1. Procurement Operations

• Receive, review, and validate approved Purchase Requisitions (PRs) from requesting departments.

• Source and canvass qualified and accredited suppliers for requested materials, supplies, equipment, and services.

• Request and compare supplier quotations based on price, quality, availability, and delivery lead time.

• Prepare and process Purchase Orders (POs) based on approved purchase requests.

• Ensure that purchase orders are accurate, complete, and properly approved.

• Transmit approved purchase orders to suppliers and confirm order acceptance.

2. Supplier Coordination

• Coordinate with suppliers regarding pricing, product specifications, availability, payment terms, and delivery schedules.

• Develop and maintain good working relationships with accredited suppliers.

• Assist in sourcing new and competitive suppliers when necessary.

• Assist in supplier accreditation and ensure that required supplier documents are submitted.

• Monitor supplier performance and address concerns involving quality, pricing, or delivery.

3. Delivery Monitoring

• Monitor the status of outstanding purchase orders and follow up with suppliers regarding pending deliveries.

• Coordinate with requesting departments, warehouse, and other concerned personnel regarding delivery schedules.

• Verify that delivered items conform to the approved specifications, quantities, and purchase orders.

• Monitor and assist in completing delivery and receiving documentation, including Delivery Receipts and GRPO/receiving records.

• Escalate delayed, incomplete, or incorrect deliveries to the appropriate supervisor.

4. Documentation and Records Management

• Maintain organized and updated purchasing files and records.

• Receive and process supporting documents such as invoices, delivery receipts, billings, quotations, purchase orders, and other procurement documents.

• Ensure completeness and accuracy of procurement documentation before endorsement to concerned departments.

• Maintain supplier information and purchasing transaction records.

• Prepare purchasing reports and updates as required by management.

5. Internal Coordination

• Coordinate with Operations, Warehouse, Logistics, Engineering, Finance, Administration, and other requesting departments regarding procurement requirements.

• Provide regular updates on the status of purchase requests and purchase orders.

• Assist in resolving purchasing, delivery, and supplier-related concerns.

• Support urgent and operationally critical purchasing requirements when necessary.

6. Compliance and Cost Control

• Ensure purchasing activities comply with established company policies, approval procedures, and procurement guidelines.

• Help obtain competitive pricing and cost-effective purchasing options.

• Maintain confidentiality and integrity when handling supplier quotations and procurement transactions.

• Ensure proper documentation and approval of all purchasing transactions.

Performance Objectives

• Process Purchase Requisitions and Purchase Orders accurately and within the required turnaround time.

• Provide competitive supplier quotations and purchasing options.

• Ensure timely delivery of requested materials, supplies, equipment, and services.

• Maintain complete and accurate procurement documentation.

• Develop and maintain a reliable supplier network.

• Minimize purchasing delays and unresolved supplier concerns.

• Maintain compliance with company procurement policies and procedures.

Qualifications

• Bachelor's Degree in Business Administration, Supply Chain Management, Logistics, or a related field.

• At least 1–2 years of experience in purchasing, procurement, supply chain, or administrative work is an advantage.

• Fresh graduates with relevant internship experience may also be considered.

• Knowledge of purchasing and procurement processes.

• Experience in supplier canvassing, quotation comparison, and purchase order processing is preferred.

• Proficient in Microsoft Office applications, particularly Excel and Word.

• Experience with ERP/SAP systems is an advantage.

• Strong communication and negotiation skills.

• Good organizational and time-management skills.

• Detail-oriented and capable of handling multiple procurement transactions.

• Ability to work under pressure and meet deadlines.

• High level of integrity, professionalism, and accountability.

Preferred Skills

• Supplier sourcing and canvassing

• Purchase Requisition and Purchase Order processing

• Supplier relationship management

• Negotiation and cost comparison

• Delivery monitoring

• Procurement documentation

• Microsoft Excel and reporting

• ERP/SAP knowledge

• Problem-solving and coordination

• Time management and attention to detail

Working Relationships

Internal: Operations, Warehouse, Logistics, Engineering, Finance, Administration, and other requesting departments.

External: Suppliers, contractors, service providers, and other business partners.

Other Duties

Performs other related purchasing, procurement, and administrative duties that may be assigned by the Purchasing Jr. Manager, AVP for Purchasing, or other authorized management personnel.