Purchasing Specialist

ROLE SUMMARY

The Purchasing Specialist will purchase and receive a receipt of the required equipment to support project completion in a timely and accurate manner, inventory management and control, cost management, and provide accurate product database management.

SCHEDULE: 8 AM - 5 PM Pacific Standard Time, follows Philippine holidays 

POSITION TYPE: Full Time

WORK ARRANGEMENT: Remote

ESSENTIAL FUNCTIONS

• Purchase of required project equipment in a timely manner as required

• Coordinate tracking of project equipment needs with the operations manager

• Attend weekly forecast board strategy meeting and provides order updates

• Source suppliers based on price, availability, necessity, quality, and logistical expenses 

• Handle equipment and shipping cost management to take advantage of savings opportunities

• Manage inventory tracking systems

• Assist with inventory reconciliations, troubleshooting, and adjustments

• Record receipt and issuance of inventory stock

• Maintain and update inventory items and price lists in all databases (QuickBooks and ABS)

• Handle vendor bill entry and reconciliation

• Handle project equipment reconciliation

• Coordinate activities involved with procuring goods and services

• Enter project sales orders in QuickBooks

• Discern problems or issues needing to be resolved and brings them to management's attention promptly  

• Create new customer/job entries in QuickBooks and synchronizes them to other databases

• Confer with vendors to obtain product or service information, such as price, availability, and delivery schedule

• Estimate values according to the knowledge of market price

• Prepare purchase orders or bid requests

• Review bid proposals and negotiates contracts within budgetary limitations and scope of authority

• Compare nomenclature, stock numbers, authorized substitutes, and other listed information with catalogs, manuals, parts lists, and similar references to verify the accuracy of requisitions and shipping orders

• Maintain manual or computerized procurement records, such as items or services purchased, costs, delivery, product quality, or performance

• Discuss defective or unacceptable goods or services with inspection or quality control personnel, users, vendors, and others to determine the source of trouble and take corrective action

• Compile stock control records and information, such as consumption rate, and characteristics of items in storage to determine stock supply and need for replenishments

• Review files to determine unused items and recommends disposal of excess stock                                                                                                                                                           

• Approve vendor invoices for payment

• Perform any combination of the following tasks to compile records concerned with ordering, receiving, storing, issuing, and shipping materials, supplies, and equipment

• Compile data from sources, such as contracts, purchase orders, invoices, requisitions, and accounting reports, and writes, type, or enter information into a computer to maintain inventory, purchasing, shipping, or other records

QUALIFICATIONS

• A Bachelor’s degree in the related field

• Experience in purchasing

• Experience in a multi-client environment

• Strong computer aptitude, which includes expertise with Microsoft 365 applications

• Strong organization, oral and written communication skills

• Analytical skills with particular attention to detail

• Aptitude in data management, analytics, reporting preparation

• Ability to function in an autonomous environment—independent worker, self-directed