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)