Primary Functions :

Responsible for evaluating suppliers, products, and services, negotiating contracts, and ensuring that approved purchases are cost-efficient of high-quality.

Monitor the incoming and outgoing supplies’ and equipment’s transactions.

Research and source our potential vendors and suppliers

Responsible for monitoring purchase requisition from other departments

Responsible for reviewing purchase requisition if it has complete detail such as date needed, complete specification and purpose

Responsible for creating budget request and collaborates with finance manager

Responsible for gathering quotations, negotiating better pricing and terms of payment, creating comparative analysis and securing approval of winning vendor from Site Director

Prepares purchase order, secure approval from FPA Manager and send it to the vendor

Monitors the timeline of request and delivery of the item

Responsible for collating invoice, OR, DR and other necessary documents

Responsible for creation of payment request with necessary attachments in collaboration with Finance Department

Maintain and update the list of suppliers and their qualifications, delivery times, lead times, and potential future development

Responsible for reviewing, comparing, analyzing and approving products and services to be purchased

Maintain accurate purchase and pricing records

Research and evaluate prospective suppliers

Create and maintain good relationships with vendors / suppliers

Ensures that invoices received reconcile to purchase orders and matches receipts to purchase orders

Develop plans and establish cost parameters and budgets for the purchase of equipment, services and supplies

Reports accomplishments to immediate superior.

Responsible for disbursement and replenishment of repair and maintenance funds

Create expenses report per project and suggest recommendations and possible improvements

Updates quarterly dashboard reports

Attend trade shows and exhibitions to stay up-to-date with industry trends

Collaborates with HODs / Admin assistants for replenishments of office and cleaning supplies

Following and enforcing the company’s procurement policies and procedures and identify opportunities for continuous improvement

Proactively identify procurement activities potentially impacting the project’s ability to perform its duties and advise the necessary stakeholders

Perform procurement duties in a transparent and ethical manner

Help out any Admin and additional task that is requested by the management including executive office maintenance.

Work hand in hand with Cebu Site Director for any request and reporting need

Spearhead and facilitate major engagement activities such as ASI Olympics, Year End Party and others

Facilitate and organize client’s launch and ribbon cutting

Facilitate and organize yearly office blessing

Helps in organizing minor office engagement

Facilitates charitable events such as ASI Cares and others

Performs other ADMIN and / or other related duties as may be assigned from time to time, including but not limited to, the following :

Handles wide range of administrative tasks like meeting arrangements, preparing reports, document control and others; follow up results.

Keeps and maintains a calendar on a daily basis to ensure that scheduled meetings / appointments of Directors are on track.

Generates and consolidates all departmental reports as scheduled

Ensures that company documents are handled with confidentiality

Helps in logistic tasks during client visits and other meeting

Job requirements :

Candidate must possess at least a Bachelor's Degree.

At least 2 years of working experience in the related field, required.

Knowledge, Skills, & Abilities

Basic Knowledge of Microsoft Office such as Word, Excel, PowerPoint and Outlook.

Excellent communication skills, both written and oral.

Able to maintain professional demeanor at all times and has strong interpersonal skills.

Can build positive relationship with clients, management and other colleagues.

Proper telephone etiquette

Modern office procedures, methods, and computer equipment

Methods of basic report preparation

Departmental policies and procedure

Flexible and can maintain efficiency and effectiveness in dealing and completing assigned tasks