Purchasing Assistant

Role Overview

We are looking for an experienced Purchasing Assistant to join our Purchasing team, based in the Philippines. This is a mid-level role, suitable for someone with solid purchasing and supply chain experience who can work independently on day-to-day purchasing activities, particularly for stocked goods. The role supports the Purchasing Team Leader and works closely with Demand Planning and Logistics. It is an execution-focused position, ensuring purchase orders, supplier communication, and data accuracy are managed to a high standard. This role replaces an existing position and is critical to maintaining continuity, accuracy, and efficiency across our purchasing operations.

Key Responsibilities / Accountabilities

Purchasing & Order Management
- Create, manage, and maintain purchase orders for stocked goods in the ERP system.
- Ensure purchase orders are accurate, complete, and aligned with approved demand plans.
- Monitor open POs and proactively follow up on acknowledgements, ETDs, and changes.
Supplier Communication
- Act as the primary day-to-day contact for assigned suppliers regarding orders, delivery dates, quantities, and documentation.
- Chase late confirmations, resolve discrepancies, and escalate issues when required.
- Maintain professional and consistent communication with suppliers.
Stock & Demand Support
- Work closely with Demand Planning to support stock availability and continuity of supply.
- Help prevent stockouts and unnecessary overstocks by ensuring timely ordering and follow-up.
- Support adjustments to orders based on updated forecasts or business needs.
Data Accuracy & Systems
- Maintain accurate purchasing data in ERP systems (e.g. pricing, lead times, MOQs).
- Ensure all purchasing records, confirmations, and documentation are correctly stored.
- Support reporting on open orders, delays, and supplier performance as required.
Logistics & Cross-Functional Coordination
- Coordinate with Logistics on shipment readiness, ETDs, and delivery updates.
- Support Finance with invoice queries, price discrepancies, and PO matching.
- Work closely with internal stakeholders to ensure smooth end-to-end flow.
Compliance & Process Adherence
- Ensure purchasing activities follow internal processes, approvals, and controls.
- Support compliance with supplier agreements and basic regulatory requirements.
- Contribute to continuous improvement of purchasing processes and ways of working.
Key Performance Indicators (KPIs)
- Purchase order accuracy (% error-free POs)
- On-time supplier confirmations and deliveries
- Reduction in late or overdue POs
- Data accuracy in ERP (pricing, lead times, quantities)
- Stock availability support (reduced stockout risk)
- Responsiveness to internal and supplier queries
- Adherence to purchasing processes and timelines

Skills & Experience Required

Experience
- Proven experience in a purchasing or supply chain role (mid-level, not junior).
- Experience managing purchase orders for stocked / repeat items.
- Hands-on experience working with ERP systems.
- Experience working with overseas suppliers is preferred.

Skills
- Strong attention to detail and data accuracy.
- Confident communicator, especially in written English.
- Well-organised, able to manage multiple suppliers and priorities.
- Proactive follow-up mindset — comfortable chasing and closing actions.
- Good Excel / data-handling skills.
- Able to work independently within a structured team environment.

Personal Attributes
- Reliable, consistent, and process-driven.
- Calm under pressure and comfortable with routine execution work.
- Team-oriented and supportive of wider supply chain objectives.
- Takes ownership of tasks and sees them through to completion.

Candidates must be located in Clark, Pampanga or Metro Manila.

40 Hours per Week (Monday - Friday)