Admin Assistant - Purchasing & Supplier Coordination

Work Location: Paco, Manila

Work Setup: Full Onsite

Schedule: Monday to Friday, Compressed (8am-6pm)

Role Overview

The Jr. Purchasing Admin Assistant provides administrative, clerical, and operational support to the Purchasing Department to help achieve sales, profitability, and operational efficiency targets. The role ensures the timely preparation and distribution of purchasing reports and documents, assists in coordinating purchase orders and vendor transactions, and serves as a point of contact for internal departments and external suppliers.

Qualifications

• Bachelor's degree in Business Administration, Supply Chain Management, Logistics, or a related field.
• At least 1 to 2 years of relevant experience in administrative support, purchasing assistance, clerical operations, or a similar role.
• Experience in retail, distribution, or related industries is preferred.
• Basic understanding of purchasing processes, purchase orders, inventory documentation, and supplier coordination.
• Proficient in Microsoft Office applications, particularly Excel, and capable of maintaining accurate records and preparing reports.
• Strong organizational and time-management skills, with the ability to handle multiple tasks and meet deadlines.
• Good written and verbal communication skills, attention to detail, and a customer-service-oriented approach.

Key Responsibilities

Purchasing Administration and Documentation

• Generate, print, consolidate, and distribute purchasing reports to the appropriate departments and stakeholders, including AM and PM reports, pricing reports, promotional reports, customer service level reports, and weekly reports.
• Prepare and process purchase advice requisitions for vendors and coordinate the distribution and transmission of purchase orders to designated distribution centers through fax, email, or electronic data interchange (EDI), as applicable.
• Coordinate with internal distribution teams and supplier logistics representatives to support compliance with established vendor transaction procedures.
• Assist in implementing purchasing-related processes, including stock transfers, re-casing and break-casing, premiums entry, short-packing, returns to vendor (RTV), item deletion and creation, debit and credit memo issuance, item code changes, and new-to-old item entries.
• Encode volume orders and ensure that purchasing information and related documents are processed accurately and on time.
• Collect and encode competitor pricing information and prepare price variance reports for review by the appropriate stakeholders.

Supplier Coordination and Customer Service

• Respond to inquiries, consolidate requirements, and maintain updated records of prospective suppliers and vendors.
• Coordinate with buyers to obtain and update required documents, including rebate verification and collection records, bad-order guidelines, and promotional stockout reports.
• Distribute product samples to designated departments, such as Sales, HR, and Administration, in accordance with established schedules and requirements.
• Provide timely assistance to internal departments and external suppliers regarding purchasing documentation, order processing, and related concerns.

General Administrative Support

• Arrange logistical requirements for Purchasing Department activities, including vehicle and driver bookings, meeting room reservations, and learning center schedules.
• Ensure compliance with established operational efficiency, timeliness, and accuracy standards.
• Maintain organized and accessible purchasing files, reports, and other administrative records.
• Provide day-to-day clerical and administrative support to the Purchasing team to facilitate smooth departmental operations.