Jr. Purchasing Administrative Assistant (Open to Fresh Graduates)

Jr. Purchasing Administrative Assistant (Open to Fresh Graduates)

Location: Paco, Manila
Work Setup: On-site
Work Schedule: Monday to Friday
Employment Type: Full-time

Job Description

We are looking for a highly organized and detail-oriented Jr. Purchasing Administrative Assistant to provide administrative, clerical, and operational support to the Purchasing Department. The role will assist in processing purchase orders, preparing and distributing reports, maintaining purchasing records, coordinating with suppliers and distribution centers, and ensuring the timely and accurate completion of purchasing-related transactions.

The successful candidate should have strong organizational and communication skills, good attention to detail, and the ability to coordinate effectively with internal departments and external stakeholders.

Key Responsibilities

1. Purchasing Administration and Documentation

• Prepare, print, and distribute purchasing-related reports, including pricing, promotional, sales, and weekly reports.
• Assist in processing purchase requisitions and purchase orders (POs) and ensure their timely submission to suppliers and distribution centers.
• Send purchase orders through email, fax, or electronic data interchange (EDI), as required.
• Maintain organized and updated purchasing files, records, and documentation.
• Follow up with buyers and relevant departments to ensure the timely submission and updating of required documents.

2. Purchasing Operations and Coordination

• Coordinate with suppliers, distribution centers, and logistics representatives to ensure compliance with established purchasing procedures.
• Assist in implementing and monitoring purchasing processes, including stock transfers, product returns, item creation, item code changes, and inventory adjustments.
• Support the processing of debit memos, credit memos, promotional items, and other purchasing-related transactions.
• Assist in encoding and processing volume orders.
• Monitor the accuracy and completeness of purchasing information and transactions.

3. Data Management and Reporting

• Collect and encode competitors' pricing information and assist in preparing price variance reports.
• Consolidate purchasing data and requirements for reporting and reference purposes.
• Assist in monitoring promotional activities, product availability, and out-of-stock reports.
• Maintain accurate and updated records of existing and prospective suppliers.

4. Administrative and Clerical Support

• Respond to inquiries and coordinate requests from internal departments and external stakeholders.
• Assist in distributing product samples to relevant departments.
• Arrange reservations and logistical requirements for the Purchasing Department, including transportation and meeting facilities.
• Provide general administrative and clerical support to the Purchasing team.
• Perform other purchasing-related duties and responsibilities as assigned.

Qualifications

• Bachelor's degree in Business Administration, Supply Chain Management, Management, Operations Management, or any related field.
• Open to fresh graduates; applicants with experience in purchasing, procurement, or administrative support are an advantage.
• Proficient in Microsoft Office applications, particularly Excel and Word.
• Strong attention to detail, organizational, and time-management skills.
• Good written and verbal communication skills.
• Able to handle multiple administrative tasks while maintaining accuracy and meeting deadlines.
• Willing to coordinate with suppliers and different internal departments.
• Willing to work on-site in Paco, Manila, from Monday to Friday.