General Administrative Duties:
Manage general office operations, including filing, record-keeping, and document organization (both physical and digital).
Handle incoming and outgoing communications (calls, emails, correspondence) and direct them appropriately.
Greet visitors, answer inquiries, and direct them to the appropriate personnel.
Prepare and process various administrative documents, reports, presentations, and memos.
Maintain and update various facility-related databases and records (e.g., employee contact information, supplier lists, maintenance schedules).
Coordinate meetings, appointments, and travel arrangements for staff as needed.
Manage and distribute incoming and outgoing mail and packages.
Ensure the administrative area, common spaces, and office equipment are organized, clean, and well-maintained.
Assist with basic HR-related administrative tasks, such as maintaining employee records, processing leaves, and onboarding paperwork.
Assist in organizing company events or activities.
Purchasing Duties
Source and procure a wide range of goods and services essential for the cold storage facility, including but not limited to:
Office supplies and equipment
Cleaning supplies and materials
Maintenance and repair parts for cold storage equipment (e.g., refrigerants, sensors, electrical components - under guidance)
PPE (Personal Protective Equipment) for cold environments (e.g., freezer suits, insulated gloves, thermal boots)
Operational supplies (e.g., pallets, stretch film, labels, packing materials)
Utilities and facility services (e.g., water, electricity, waste disposal, pest control)
Research, identify, and evaluate potential suppliers, ensuring competitive pricing, quality, and reliability.
Prepare and issue Purchase Orders (POs) accurately and in a timely manner, ensuring proper authorization.
Negotiate terms, conditions, and prices with suppliers to achieve the best value for the company.
Track and expedite orders to ensure timely delivery of goods and services.
Coordinate with the accounting department for vendor payments and resolve any invoicing discrepancies.
Maintain and update a comprehensive list of approved vendors and service providers.
Monitor inventory levels of common supplies and initiate reorder processes to prevent stock-outs.
Conduct regular supplier performance reviews.
Handle basic logistics for purchased goods, ensuring proper receipt and storage.
Non-Trade Inventory and Supplies Management
Monitor stock levels of non-trade items such as PPE, janitorial supplies, packaging materials, and tools.
Coordinate with warehouse and end-users for timely replenishment requests.
Conduct regular inventory counts and update inventory records.
Asset Management
Oversee the acquisition, tagging, and documentation of company assets.
Maintain accurate records of fixed assets including equipment, office furniture, and tools.
Monitor asset movement, utilization, and location assignments.
Facilitate asset repair, disposal, or write-off in compliance with company policy.
Support annual physical count and reconciliation of company assets.

Minimum Qualifications

Graduate of Bachelor's degree in Business Administration, Management, Supply Chain Management, or a related field
Minimum of 2-3 years of proven experience in a general administrative role and in purchasing, procurement, or supply chain role
Relevant certifications in purchasing or supply chain
The incumbent will be assigned in Balagtas, Bulacan

Purchasing and Admin Staff

Admin/Purchasing Staff