Administrative Assistant – IT Procurement Support

Administrative Assistant – IT Procurement Support

Location: Remote — Global (collaborating daily with IT & Contracts Management teams)

Employment Type: Full-time

Help us keep our operations running efficiently. As an Administrative Assistant – IT Procurement Support, you’ll play a key role in managing IT procurement workflows, coordinating vendors, maintaining accurate asset and inventory records, and supporting the Contracts Management team with documentation and compliance tasks. This role is designed to closely support IT operations while ensuring procurement accuracy, timeliness, and compliance.

Benefits and Compensation

• Permanent Work from Home
• Paid Time Off
• Monthly Performance Bonus
• Annual Bonus
• Health Allowance

What You’ll Do

IT Procurement Support (Primary – ~60%)

• Manage end-to-end procurement for IT hardware, software licenses, and accessories.
• Request vendor quotations, compare pricing, and process purchase orders.
• Work closely with local Philippine vendors to support timely and cost-effective procurement.
• Maintain accurate IT asset and device inventory records, including warranties and user assignments.
• Track shipments and coordinate delivery, deployment, and issue resolution.
• Support IT onboarding and offboarding by coordinating equipment allocation and recovery.
• Prepare procurement, inventory, and asset utilization reports to support data-driven decisions.
• Handle IT-related administrative tasks, vendor correspondence, and procurement documentation.

Contracts Management Support (Secondary – ~40%)

• Assist with drafting, organizing, and tracking contracts, NDAs, and renewals.
• Maintain accurate and up-to-date records in internal contract management systems.
• Coordinate approvals, signatures, and document version control.
• Ensure compliance with internal documentation, filing, and audit standards.
• Support reporting and documentation requests from the Contracts Management team.

General Administrative Duties

• Maintain well-organized shared folders and records for IT and Contracts teams.
• Schedule meetings, prepare minutes, and track follow-up actions.
• Create spreadsheets, reports, summaries, and trackers as needed.
• Perform additional administrative tasks as assigned by department leads.

Must-Have Qualifications

• Administrative background with strong proficiency in Microsoft products (Excel, Word, Outlook, PowerPoint).
• Experience providing IT procurement support, including hardware and software purchasing.
• Local procurement experience working with Philippine vendors.
• Strong communication skills, both verbal and written.
• Night shift experience for at least the last three (3) years, supporting U.S. or global teams.
• Willingness to work the night shift aligned with the Pacific Standard Time (PST) zone.

What You’ll Bring

• 2–4 years of experience in administrative, procurement, or operations roles.
• Proven background in procurement, purchasing, or inventory management.
• Excellent written and verbal English communication skills.
• Proficiency with Microsoft Office or Google Workspace (Sheets, Docs, Slides).
• Experience with procurement systems, CRMs, or asset management tools (a plus).
• Basic understanding of IT devices, accessories, and procurement lifecycles.
• Ability to work independently, manage priorities, and meet deadlines in a fast-paced remote environment.
• High integrity and accountability when handling sensitive or confidential information.