Procurement Assistant (Maintenance Dept)

Keep procurement moving. Deliver with accuracy.

Hi! We're Smartsourcing, and we're hiring a full-time, onsite Purchasing Admin — the procurement support specialist who ensures purchasing transactions, goods receipts and returns, supplier documentation, and administrative processes are handled accurately and efficiently.

Where? JEG Tower, Archbishop Reyes, Corner Acacia St., Barangay Kamputhaw, Cebu City, 6000 Cebu

About the Role

The role processes and maintains procurement information in SAP, coordinates with suppliers and internal departments, supports purchase order and invoice workflows, and assists procurement officers with sourcing and vendor-related activities. It also verifies supplier information, maintains purchasing records, and follows up outstanding requirements to minimize disruptions to the supply chain.

Key Responsibilities

Goods Receipt, Returns & Inventory Transaction Processing

• Process goods receipts and returns accurately in SAP using approved supporting documentation.
• Verify received goods information against relevant purchase orders, delivery records, and transaction requirements.
• Coordinate with Warehousing, Operations, and suppliers to clarify discrepancies involving quantities, deliveries, and returns.
• Maintain accurate transaction records and supporting documentation for goods movements.
• Monitor outstanding goods receipt and return requirements and follow up with relevant stakeholders.
• Escalate unresolved discrepancies that may affect inventory accuracy, supplier payments, or operational continuity.

Purchase Order & Procurement Administration 

• Create and update purchase orders in SAP based on approved purchasing requirements.
• Coordinate purchase order confirmations, delivery information, and administrative follow-ups with suppliers.
• Verify item information, pricing, quantities, and other purchasing details against available documentation.
• Support procurement officers in sourcing activities, supplier quotations, and vendor evaluation administration.
• Track outstanding purchasing requirements and communicate delays or discrepancies.
• Follow established procurement approval and transaction-processing procedures.

Supplier Records & Procurement Compliance

• Create, maintain, and update supplier records and related procurement documentation.
• Verify supplier business information, bank details, and required supporting documents through approved procedures.
• Maintain organized vendor files, contracts, pricing information, and compliance-related records.
• Coordinate with suppliers and internal stakeholders to obtain missing or updated documentation.
• Support procurement officers in supplier onboarding and administrative compliance checks.
• Escalate incomplete, inconsistent, or potentially sensitive supplier information for appropriate review.

Invoice Matching & Payment Administration Support 

• Match supplier invoices against relevant purchase orders, goods receipt records, and other required documentation.
• Review invoice details for completeness and consistency with recorded purchasing transactions.
• Coordinate with Finance, suppliers, and relevant departments to clarify invoice discrepancies.
• Support payment and disbursement administration by providing accurate procurement information and supporting documents.
• Monitor outstanding invoice-related requirements and follow up as needed.
• Escalate unresolved mismatches or payment-related concerns to authorised stakeholders.

Procurement Records, Email & Stakeholder Coordination 

• Maintain accurate and organised procurement records, transaction files, and supporting documentation.
• Manage assigned procurement emails, supplier enquiries, and administrative communications.
• Coordinate with Finance, Operations, Warehousing, and suppliers regarding purchasing requirements and transaction status.
• Follow up outstanding deliveries, documentation, invoice requirements, and supplier responses.
• Support timely communication of changes or issues affecting procurement activities.
• Maintain and update assigned procedure manuals and workflow instructions to support consistent administrative practices.

Artificial Intelligence (AI) Readiness and Digital Enablement

• Maintain baseline AI literacy and use approved AI tools responsibly, in line with company policies, data privacy, information security, and client confidentiality obligations.
• Apply sound judgment by validating outputs and avoiding overreliance, ensuring accuracy and accountability in all work delivered.
• Participate in AI readiness trainings and proactively identify opportunities for process improvement through automation and responsible AI integration.

What You'll Need to Succeed

Experience

• Approximately 1–3 years of relevant experience in procurement administration, purchasing, supply chain operations, or a related administrative function, with practical exposure to purchasing transactions, supplier coordination, and goods receipt processing.

Education & Certifications

• Bachelor's degree in Business Administration, Supply Chain Management, Accounting, or a related field is preferred.

Tools

• Working proficiency in SAP, Microsoft Excel, and email management systems, including purchase order processing, goods receipt transactions, supplier record maintenance, and procurement documentation

Benefits

Step Into the Smartsourcing Experience

Smartsourcing was created with one mission: to change lives. We're here to ensure that businesses flourish and, just as importantly, that every member of the crew is inspired, supported, and set up to thrive. For the fifth year running, we've been recognized as one of HR Asia's Best Companies to Work For. This award isn't just a title--it's a testament to our commitment to making Smartsourcing an incredible place to build a career.

Why You'll Love Working Here

At Smartsourcing, we believe the best work comes from people who feel seen, heard, and valued. That's why we're all about fostering an environment where you can be your true self. We take pride in being certified as a Great Place to Work, because we know that when you love where you work, extraordinary things happen. Here's just a glimpse of what we offer:

• 5-day Christmas Leave (unwrap real time off)
• Healthcare from Day 1 for you and your family (because healthcare matters)
• Free lunch and barista-crafted coffee daily (we take our caffeine seriously)
• Night shift differential for evening schedules
• Subsidized gym membership and sports wellness clubs
• Smartsourcing Exclusives (deals made just for you)
• Themed BFFs, monthly knockoffs, summer parties
• Community give-back programs and personal development workshops

We're not just another outsourcing company. We're building something that actually matters here a place where good work meets good culture.

Ready to keep procurement running smoothly and efficiently? Apply now.