Purchasing Officer

Cold Link Asia Logistics Corporation; Mandaue; On-site; PHP 360,000 - 460,000; Full time

Job summary

Cold Link Asia Logistics Corporation is seeking an Inventory/Purchasing Officer to manage canvassing, requisitions, and purchase orders. You will verify RS forms, obtain approvals, and forward items to SAP for encoding and PO printing, ensuring proper documentation throughout procurement.

Role requires a BS in Accounting or Finance and at least 6 months of relevant experience. You will coordinate with vendors, monitor order deliveries, perform three‑way matching, and prepare weekly aging reports

Qualifications

• College graduate of BS in Accounting or Finance.
• At least 6 months of relevant experience.

Responsibilities

• Receives RS copy and ensures signed and approved for normal or emergency purposes.
• Prepares canvass form for approval by two officers (Dept Head and CEO).
• Canvasses potential vendors and evaluates offers; negotiates contract terms and pricing.
• Enters order details into SAP Purchasing module based on RS and approved Canvass Form.
• Prints the PO and forwards to approving officers; coordinates with EVP for COD suppliers.
• For urgent PO, sends RS to supplier with signatory and tracks via separate Excel file.
• Coordinates with suppliers for items ordered, shipped and received; performs 3-way matching.
• Monitors orders; oversees quality of purchased products.
• Prepares and submits weekly Purchasing Report, aging of RS; conducts cost analyses.

Education

BS in Accounting or Finance

Job description

• Receives one (1) copy of pre-numbered Requestion slip from requestor (Inventory Clerk/Branch Coordinator). Ensure that RS is signed by Inventory Clerk/Branch Coordinator, approved by Fleet Manager or amy Mancom member for normal or emergency purposes. Segregates which RS is urgent and normal

• Prepares one (1) copy of Canvass Form for approval by two (2) officers, namely Dept Head and CEO.

• Canvass potential vendors based on specific requirements of the Company, by making comparisons and evaluate offers from suppliers. Negotiate contract terms of agreement and pricing. Enters order details (eg, vendors, quantities, prices) Into SAP Purchasing module based on RS and approved Canvass Form. Forwards the RS and Canvas Form to Comptroller for approval of encoded transactions in SAP, Upon receipt from Purchasing Officer, Comptroller access SAP Purchasing module and reviews encoded items for PO printing

• Purchasing Officer, prints the PO and forwards to approving officers. There are 2 types-Normal PO & Urgent PQ, Coordinates with EVP for COD suppliers and those requiring down payments. Forward complete documents to AP Officer for check payment processing.

• For urgent PO, sends the RS to supplier (with one Mancom signatory) then PD to follow. For monitoring purposes, indicates in a separato Excel file all RS details. Enters order details (eg, vendors, quantities, prices) into SAP Purchasing module based on RS and approved Canvass Form. Forwards the RS and Canvas Form to the Acctg Manager for approval of encoded transactions in SAP. Note: RS stays with supplier temporarily while request is being serviced (as only 1 copy).

• Coordinate with suppliers for the items ordered, shipped and received, returns and reconciliation of invoice (if any). After receipt of goods from Warehouseman, conducts 3-way matching (P.O. versus Invoice and Delivery Receipt). Consolidates all documents for AP processing-PO, Service/Sales Invoice, Delivery Receipt and GRPO.

• Monitors orders and ensure timely delivery. Oversees quality of purchased products.

• Prepares and submits weekly Purchasing Report-Aging of RS from receipt to PO, to the Comptroller for review.

• Conducts every quarter, cost analyses of selected purchases-consumables and the like.

• Handles supplier accreditation reviews business registration, financial capacity, etc. Files submitted documents accordingly. Manage item master data in SAP and updates.

• Create and maintain good working relationships with vendors and suppliers. Acts as a responsible representative of the Company to its Clients and Customers.

• Ensures that the duties and responsibilities as Purchasing are met. Performs other duties and responsibilities inherent in the position as RF Officer and all other tasks which may be assigned from time to time by his immediate superior.

Qualifications

• College graduate of BS on Accounting or Finance
• At least 6 months of relevant experience