Procurement Assistant

About us

PAPH TRAVEL AND TOURS is a dynamic travel and tourism company dedicated to creating unforgettable travel experiences for our clients. We pride ourselves on our commitment to excellence, reliability, and customer satisfaction. Our team works collaboratively to deliver exceptional service and innovative travel solutions across the Philippines and beyond. We foster a workplace culture that values professionalism, teamwork, and continuous growth, making us an employer of choice in the travel and tourism industry.

About the role

We are seeking a Procurement Assistant to join our administrative team at our office in Quezon City, Metro Manila. This is a full-time position that plays a crucial role in supporting our procurement operations and ensuring the efficient acquisition of goods and services necessary for our business operations. As a Procurement Assistant, you will be responsible for assisting in the procurement process, managing vendor relationships, processing documentation, and supporting the procurement team in delivering cost-effective solutions that meet our operational needs. This role is integral to maintaining our supply chain efficiency and supporting the overall success of PAPH TRAVEL AND TOURS.

KEY RESPONSIBILITIES
A. Purchasing and Procurement Support

• Receive, review, and consolidate purchase requests from different departments.
• Assist in sourcing suppliers and identifying suitable products, materials, equipment, and services based on company requirements.
• Request quotations from suppliers and prepare price comparison sheets for evaluation and approval.
• Prepare purchase orders and other procurement documents based on approved requests.
• Ensure that purchases are properly authorized and within approved budgets before processing.
• Follow up on pending purchase requests and coordinate with concerned departments regarding procurement status.
• Assist in ensuring that purchased items meet the required specifications, quantity, quality, and delivery schedule.

B. Supplier Sourcing and Coordination

• Identify and maintain a database of qualified suppliers, vendors, and service providers.
• Communicate with suppliers regarding product availability, pricing, payment terms, delivery schedules, warranties, and other purchasing conditions.
• Coordinate with suppliers to obtain updated quotations, product catalogs, and relevant business documents.
• Monitor supplier performance in terms of pricing, quality, reliability, responsiveness, and delivery compliance.
• Assist in evaluating alternative suppliers to improve cost efficiency and procurement reliability.
• Maintain professional relationships with suppliers while following company policies on ethical purchasing and conflict of interest.

C. Delivery and Order Monitoring

• Track purchase orders and follow up on outstanding or delayed deliveries.
• Coordinate with suppliers and receiving personnel to ensure that deliveries are completed according to agreed schedules.
• Verify delivery receipts, invoices, and other supporting documents against approved purchase orders.
• Report discrepancies involving quantity, specifications, quality, pricing, or delivery status to the appropriate personnel.
• Assist in coordinating returns, replacements, warranty claims, and other supplier-related concerns.
• Update the procurement monitoring sheet or system to reflect the status of each purchase request and order.

D. Procurement Documentation and Records Management

• Maintain organized and updated records of purchase requests, quotations, canvassing sheets, purchase orders, delivery receipts, invoices, and supplier agreements.
• Ensure that procurement transactions have complete and accurate supporting documentation.
• Encode procurement transactions into the designated company system, spreadsheet, or tracking file.
• Prepare periodic procurement reports covering purchases, pending orders, supplier quotations, delivery status, and other relevant information.
• Safeguard confidential supplier information, negotiated pricing, and procurement-related documents.
• Ensure that procurement records are properly filed and readily available for auditing and management review.

E. Cost Monitoring and Budget Control

• Assist in comparing supplier prices and identifying opportunities for cost savings.
• Monitor purchase prices against approved budgets, historical costs, and previous quotations.
• Flag unusual price increases, additional charges, or purchases that exceed approved amounts.
• Help consolidate purchases when appropriate to improve pricing and reduce unnecessary purchasing costs.
• Prepare cost comparison reports to support purchasing decisions and management approvals.
• Avoid duplicate orders, unnecessary purchases, and unauthorized procurement transactions.

F. Inventory and Internal Department Coordination

• Coordinate with the requesting department and designated inventory or receiving personnel to confirm item specifications, quantities, and delivery requirements.
• Assist in monitoring stock levels of office supplies, equipment, and other regularly purchased materials, when assigned.
• Identify items requiring replenishment and help prevent shortages or excessive stock accumulation.
• Coordinate with Accounting and Finance regarding invoice documentation, payment processing requirements, and supplier account concerns.
• Work with department heads and authorized approvers to clarify purchasing requirements and resolve procurement issues.
• Provide timely updates to requesting departments regarding order status, expected delivery, and any procurement delays.

G. Compliance and Process Improvement

• Follow company procurement policies, approval procedures, documentation standards, and purchasing controls.

• Ensure that transactions are properly supported and processed through authorized channels.

• Maintain transparency and accuracy in supplier canvassing, quotation comparisons, and purchasing records.

• Report suspected irregularities, unauthorized purchases, or potential conflicts of interest to management.

• Recommend improvements to procurement tracking, supplier coordination, documentation, and purchasing efficiency.

• Perform other procurement-related duties as assigned by the immediate supervisor or management.

Qualifications:

• Graduate of 4 years Business Course or any relevant courses.
• With at least 6months - 1 year experience in the same field.
• Must be willing to do fieldwork.
• Proactive in searching possible suppliers.
• Must be able to handle urgent tasks and requests.

What we're looking for

• Proven experience in procurement, purchasing, or administrative support roles
• Strong organisational skills with the ability to manage multiple tasks and prioritise effectively
• Proficiency in Microsoft Office applications, particularly Excel and Word
• Excellent communication skills, both written and verbal
• Attention to detail and accuracy in data entry and documentation
• Ability to work collaboratively within a team environment
• Knowledge of procurement processes and supply chain management is advantageous
• Customer service orientation and professional demeanour
• Reliability and strong work ethic with the ability to meet deadlines

How to apply

If you are interested in this exciting opportunity and believe you have the skills and experience we are looking for, please submit your completed application, including your curriculum vitae and a cover letter detailing your relevant experience. We look forward to hearing from you!