Purchasing Assistant (Retail / Distribution)

Work Location: Paco, Manila

Work Setup: Full Onsite

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

Role Overview

The Purchasing Assistant supports the Purchasing Manager in achieving sales and profitability objectives through effective inventory management, purchasing administration, supplier coordination, and operational execution. The role helps maintain appropriate stock levels, optimize purchasing resources, ensure accurate product and vendor information, and support purchasing initiatives, promotional activities, and process improvements.

Qualifications

• Bachelor's degree in Supply Chain Management, Business Administration, Logistics, or a related field.
• At least 2 to 3 years of relevant experience in purchasing, procurement, inventory management, or related operations.
• Experience in retail, distribution, or related industries is preferred.
• Basic knowledge of inventory replenishment, purchasing procedures, supplier coordination, and purchasing documentation.
• Ability to monitor inventory levels, review pricing information, analyze basic sales or turnover trends, and assist in identifying cost-saving opportunities.
• Proficient in Microsoft Office applications, particularly Excel, and familiar with purchasing or inventory management systems.
• Strong communication, coordination, organizational, and problem-solving skills.
• Detail-oriented, dependable, and capable of managing multiple priorities while meeting deadlines.

Key Responsibilities

Inventory and Financial Management

• Maintain optimal inventory levels by monitoring reorder points, days of supply, and replenishment requirements in accordance with established purchasing guidelines.
• Coordinate with suppliers and internal departments to support product availability and meet customer service level targets across distribution channels.
• Assist in optimizing purchasing budgets by monitoring inventory requirements and supporting purchasing decisions that prioritize high-performing accounts and stock-keeping units (SKUs).
• Monitor outstanding supplier balances, including receivables and payables, and coordinate timely settlement to maintain good supplier relationships and credit standing.
• Review inventory movement and product demand trends to help identify replenishment requirements and minimize stockouts or excess inventory.

Purchasing Administration and Operational Execution

• Coordinate with suppliers and internal stakeholders to ensure the proper execution of promotional activities, standard operating procedures, vendor transactions, and other purchasing initiatives.
• Maintain accurate product and supplier information in relevant systems, including prices, discounts, rebates, shelf life, and barcodes.
• Prepare and maintain complete, accurate, and timely purchasing documents and reports to support accounting procedures and ensure consistency of records with external parties.
• Follow up on approved product returns, including bad orders, good stocks, and phased-out items, to ensure timely retrieval and processing.
• Assist in implementing purchasing processes and initiatives, including new projects, promotions, and other operational activities.
• Provide administrative support and assist with other buyers' operational responsibilities as needed.
• Respond promptly to internal and external requests, inquiries, and concerns within the scope of assigned responsibilities.

Supplier Coordination and Business Support

• Conduct price checks and gather competitor pricing and market information to support purchasing decisions and identify potential opportunities.
• Coordinate supplier communications and follow up on purchasing requirements, product concerns, and other matters as instructed.
• Assist in preparing for supplier meetings, including pre-meeting requirements, meeting coordination, and post-meeting follow-ups.
• Attend supplier meetings and vendor-related activities when required.
• Support purchasing initiatives and other business-building activities that contribute to sales growth, profitability, and operational improvements.

Team Collaboration and Other Duties

• Coordinate with the immediate supervisor regarding work priorities, training needs, professional development, and other work-related matters.
• Take on additional responsibilities as required to support departmental operations and team objectives.
• Demonstrate initiative, flexibility, and a collaborative approach in achieving purchasing and operational targets.