Procurement and Administrative Specialist

• Process and manage purchase requests in accordance with company policies and approval workflows.
• Conduct Requests for Quotation (RFQ), vendor sourcing, and commercial evaluations.
• Secure and evaluate at least three (3) competitive quotations for office, training, and operational requirements.
• Coordinate vendor presentations, product samples, mock-ups, and commercial discussions.
• Negotiate pricing to achieve company cost savings.
• Manage vendor accreditation, including documentation review and SAP system encoding.
• Prepare and route Purchase Orders (POs) for approval and issuance.
• Monitor delivery timelines and ensure timely and complete order fulfillment.
• Ensure proper endorsement, documentation, and closure of procurement transactions.
• Manage vendor contracts and monitor service level agreements (SLAs).

• Review vendor invoices for accuracy and completeness (company details, TIN, pricing, VAT breakdown, and totals).
• Forward verified invoices and complete supporting documents to Finance for processing.
• Maintain organized hard copy and digital invoice records.
• Collect and file signed BIR Form 2307 from vendors.
• Track invoice status and coordinate follow-ups until payment completion.

• Process TEA applications covering Admin and BCP monthly budgets.
• Manage cash advances for administrative and business continuity expenses.
• Oversee liquidation processes and ensure timely submission of complete documentation.
• Maintain accurate expense tracking and financial records.
• Support budget monitoring and cost control initiatives.

• Administer employee access to the meal subsidy platform.
• Monitor daily subsidy transactions and resolve discrepancies or duplicate claims.
• Encode manual subsidy entries when required.
• Generate bi-monthly, monthly, and year-to-date (YTD) RTO automation reports.
• Source and manage concessionaires; conduct performance surveys and implement corrective actions, memos, or sanctions as needed.

• Coordinate fleet services requirements.
• Oversee concessionaire and vendor performance for office services.
• Manage office supplies and stationery inventory to ensure availability and cost efficiency.
• Support corporate administrative requests, including official arrangements and office-related requirements.

• Maintain and update the procurement tracker and vendor database.
• Monitor vendor performance and service quality metrics.
• Prepare utilization, cost, and operational performance reports.
• Ensure compliance documentation is complete, organized, and audit-ready.
• Update and maintain Administrative Policies and procedural documentation.
• Draft administrative memoranda and official announcements.
• Manage the Admin distribution mailbox and oversee document control processes.
• Assist in business permit processing, including coordination with PESO and occupational permit requirements.

• Facilitate new hire induction in the absence of the Admin Lead.
• Prepare presentation decks for monthly operational updates.
• Coordinate stakeholder meetings, send invitations, and document action points.

• Bachelor's degree in Business Administration, Supply Chain Management, or related field.
• 3-5 years of experience in procurement and administrative operations.
• Working knowledge of SAP or similar procurement systems preferred.
• Strong analytical, financial, negotiation and documentation management skills.
• High attention to detail with strong compliance orientation.
• Excellent coordination, communication, and stakeholder management abilities.

DSV