Procurement Assistant

The Procurement Assistant provides administrative and documentation support to the Procurement team by maintaining accurate records, managing supplier and contract files, and supporting supplier onboarding. The role ensures procurement documents are complete, organized, and easily retrievable, while assisting with data entry, filing, coordination, and other administrative tasks to support efficient procurement operations.

Main Responsibilities:

• Maintain organized physical and electronic procurement files, folders, and registers
• File contracts, supplier documents, approvals, and related procurement records as required
• Maintain updated contract and supplier related document trackers, including renewal dates and document status
• Ensure proper version control of procurement templates, forms, SOPs, and contract documents
• Monitor and send reminders for contract renewals and expiring supplier documents
• Support supplier onboarding and accreditation by collecting, checking, and filing required documents
• Follow up with suppliers on missing, incomplete, or expired compliance documents
• Assist with supplier master creation and updates by coordinating required documents with relevant functions
• Maintain complete, accurate, and audit-ready sourcing and award documentation
• Support internal and external audits by locating, compiling, and organizing required records and evidence
• Assist with the preparation, filing, and maintenance of RFQ packages, bid records, meeting minutes, and follow-up lists, ensuring completeness and easy retrieval
• Assist in issuing document and information requests and follow up on outstanding submissions from suppliers and internal stakeholders, as directed by the procurement team
• Support procurement meetings through scheduling, document preparation, and action-log maintenance
• Provide general administrative support to the procurement team and maintain confidentiality of procurement records and information
• Performs other related tasks as assigned

Minimum Qualifications:

• Must be a graduate of Bachelor’s degree in Business Administration, Commerce, Supply Chain Management, or related field
• Open to fresh graduates with strong administrative aptitude and relevant internship experience
• At least 1 year of experience in procurement admin, document control, supplier support, or similar role (preferred)
• Experience with document registers, filing systems, or structured corporate records management
• Basic ERP or data-entry experience is an advantage
• Strong computer skills, especially MS Word and Excel
• Detail-oriented, organized, and service-minded with initiative and accuracy in work
• Must be willing to work at BGC, Taguig City