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Executive Assistant Cum Procurement Officer

Mandaue City, Central Visayas ·  2 days ago (updated)

Admerex Solutions Inc

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  • Description

  • 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.

    Vendor Management Responsibilities;

    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

    Corporate Responsibilities;

    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

    Engagement Responsibilities;

    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/College 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
  • Requirements

  • Minimum education level: Bachelor´s Degree
  • 2 years of experience
  • Language(s): English
  • Availability for travel: Yes
  • Availability for change of residence: Yes
  • People with disabilities: Yes

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Job summary

  • Executive Assistant Cum Procurement Officer

  • Mandaue City, Central Visayas

  • Company

    Admerex Solutions Inc
  • Type of contract

    Permanent contract

  • Work type

    Full Time

  • Apply