Purchasing officer

Job Description

• Assist the Purchasing Head in the procurement of the approved required/requested equipment, materials, goods, supplies and services for the company use and its projects.
• Responsible mainly for searching, inquiring, and canvassing equipment, materials, goods, supplies and services from different suppliers.
• Responsible for negotiating with local suppliers for the best price, payment terms, delivery and availability.
• Responsible for the preparation of purchase orders to selected suppliers for both local and international purchases.
• Sending the approved PO’s to local suppliers thru fax and making sure that it is confirmed “received”.
• Coordinate with the Accounting Department in regard to the required payment terms mostly if the suppliers require down payment.
• Maintains the filing system of the PO’s and its supporting documents until the full receipt of the goods, materials, services etc.
• Assist in the preparation and shipment of items/products.
• Monitor order status from time to time based on the agreed delivery schedule.
• Review and monitor suppliers delivery against or PO’s.
• Notify project site service concerning delays.
• Resolve and monitor discrepancies on supplier’s deliveries.
• Handles and in-charge of safekeeping of the purchasing fund. Validate petty purchases and release of funds to staff who’s assigned on petty but immediate purchases.
• Review and resolve supplier invoice discrepancies.
• Prepares the reimbursement summary on a regular basis.
• Assist in the preparation of documents for items to be delivered and shipped.
• Prepare request for payment of the imported goods via air/sea freight including duties and taxes.
• Ensure in assisting the company in its billing and collections endeavors including but not limited to preparation and realization of clerical works, follow-ups (if and when necessary), among others.
• Billing tasks include but not limited to:
• Establish a relationship with our clients, monitor and call to facilitate collection.
• Provides direct input to Project Manager, Project In-Charge for the status of collection from clients.
• Assist with the implementation of a new billing system.
• Other relevant tasks which may be assigned by immediate superior from time to time

• Strong negotiation and communication skills
• Knowledge of procurement software/ERP systems
• Analytical thinking and attention to detail
• Familiarity with contract law and purchase agreement
• Time management and ability to work under pressure
• Cost analysis and budgeting
• Market research and price trend analysis
• Supplier evaluation and selection
• Demand forecasting and inventory optimization
• Risk assessment and management in procurement
• Vendor and stakeholder communication
• Negotiation of contracts, pricing, and terms
• Conflict resolution
• Building and maintaining supplier relationships
• Cross-departmental collaboration (e.g., with finance, logistics, production)
• Multitasking and managing multiple purchase orders
• Procurement planning and scheduling
• Attention to detail for reviewing contracts and specifications
• Record-keeping and document management
• Proficiency in Microsoft Excel (for data tracking, reporting, and analysis)
• Familiarity with supply chain software
• Understanding of procurement regulations and company policies
• Familiarity with import/export laws and international trade (if relevant)
• Awareness of sustainability and ethical sourcing standards

Work location

QUEZON CITY, NCR, SECOND DISTRICT

Remarks

No additional remarks

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