PURCHASING ASSISTANT

JOB SUMMARYWe are looking for a Purchasing Assistant who will support the company’s local purchasing, importation, and administrative operations. The ideal candidate is organized, detail-oriented, resourceful, and capable of managing multiple tasks and deadlines while maintaining good relationships with suppliers, brokers, employees, and business partners.

KEY RESPONSIBILITIES

LOCAL PURCHASE

1. Canvass, Negotiate and Maintain records of suppliers for office supplies, office equipment, laboratory supplies, production supplies, etc (Makati, Bulacan and Laguna)
2. Prepare Purchase Requisition (Makati Office) and Purchase Order (Makati Office, Bulacan and Laguna); includes preparation of payment request, application for work permit and gatepass; distribution of requested materials of employees. Ensures orders are delivered on time and that payment requests are made within specific timeframe.
3. Prepare/Monitor Inventory of office supplies (Makati Office); includes preparation of Budget proposal based on previously submitted proposal versus actual expenses.
4. IRR monitoring of locally sourced chemicals, includes delivery schedule, preparation of monthend report, payment request

IMPORTATION

1. Check shipping documents and prepare needed supporting documents to be forwarded to respective brokers; provides copy of COA to Factory and Sales
2. Coordinate with brokers regarding computation of duties and taxes
3. Check brokerage billing of shipments and prepare check payment; follow up pending billing and other charges
4. Monitor Schedule of Refundable container deposit
5. Furnish copy of Unloading Permits to respective brokers
6. Coordinate with Factory regarding delivery schedules

SECRETARIAL/ADMIN

1. Prepare correspondences, work permit, schedule of pest control; water delivery schedule; domestic and international courier, etc
2. Answer phone calls and attend to reception area
3. Hotel and Restaurant reservations; included maintaining yearly corporate contracts
4. Assist Chairman with business related and personal concerns
5. Coordinate with Golf membership regarding monthly billing and assist in membership renewal
6. Social and Employee Recreation; includes preparation of birthday lunches, team building; Christmas parties, Christmas giveaways and other company events; includes planning, event proposals with budget and comparison, program facilitation, etc
7. Coordinate with on-call IT
8. Coordinate with internet provider if there are connection problems
9. Renewal of company domain and anti-virus
10. Assist in Visa preparation and documentation

REQUIREMENT:

• Has experience handling local purchase and importation
• Able to multitask and adjust to fast-phase environment
• Has a knack for organizing company events
• Able to write correspondences and other company related papers
• Able to work independently or with minimal supervision
• Excellent communication, negotiation and interpersonal skills
• A good understanding of sourcing and research and ability to maintain vendor relationships
• In-depth knowledge of purchasing and administrative functions
• Knowledgeable in Microsoft Office
• Degree is Logistics, Business Administration or any related field
• Has experience working with expats
• Able to retain information and continuity of tasks despite multiple deadlines

WHAT WE’RE LOOKING FOR

We are seeking someone who is organized, dependable, proactive, and resourceful, with strong attention to detail and the ability to coordinate effectively with different departments, suppliers, brokers, and service providers.

Interested applicants are encouraged to submit their updated resume for consideration.