PURCHASING OFFICER

Department: Procurement / Purchasing
Reports To: Admin Operations Supervisor / Management
Employment Type: Full-Time

Position Summary

The Purchasing Officer is responsible for sourcing, canvassing, purchasing, and coordinating the timely delivery of materials, equipment, tools, and services required for company projects and office operations. The role ensures that purchases are made at the best value while maintaining quality, accuracy, and project schedules.For a construction company, the Purchasing Officer plays a critical role in controlling costs, preventing material shortages, and ensuring projects are supplied on time.

Key Responsibilities

1. Procurement & Purchasing

• Receive and review approved Material Requests (MR).
• Source and canvass materials from multiple suppliers.
• Obtain and compare quotations to secure the best price and quality.
• Prepare Purchase Orders (PO) and submit for approval.
• Negotiate pricing, discounts, payment terms, and delivery schedules.
• Process purchases in accordance with company procurement policies.

2. Supplier Management

• Develop and maintain a database of accredited suppliers.
• Evaluate supplier performance based on:
  • Price competitiveness
  • Quality
  • Delivery performance
  • Responsiveness
• Establish long-term relationships with reliable vendors.
• Source alternative suppliers to reduce procurement risks.

3. Cost Control

• Monitor market prices of construction materials.
• Identify opportunities for cost savings and value engineering.
• Ensure purchases are within approved budgets.
• Track material price fluctuations and report significant increases.

4. Delivery Coordination

• Coordinate deliveries with suppliers and project sites.
• Ensure materials arrive on schedule.
• Monitor delivery status and resolve delays.
• Coordinate with warehouse, drivers, and site personnel regarding deliveries.

5. Documentation & Reporting

• Maintain complete records of:
  • Quotations
  • Purchase Orders
  • Delivery Receipts
  • Supplier Agreements
  • Material Cost Comparisons
• Prepare weekly purchasing reports.
• Monitor pending deliveries and back orders.
• Ensure proper filing of procurement documents.

6. Inventory Support

• Coordinate with project teams regarding material requirements.
• Assist in monitoring stock levels.
• Prevent material shortages and over-ordering.
• Support inventory reconciliation when required.

Qualifications

Education

• Bachelor’s Degree in:
  • Civil Engineering
  • Industrial Engineering
  • Architecture
  • Supply Chain Management
  • Business Administration
  • Or equivalent

Experience

• Minimum 2 years procurement or purchasing experience.
• Construction industry experience preferred.
• Familiarity with construction materials and suppliers is an advantage.

Technical Skills

• Microsoft Excel proficiency.
• Knowledge of procurement processes.
• Ability to compare quotations and perform cost analysis.
• Familiarity with construction materials, hardware, electrical, sanitary, and finishing materials.
• Knowledge of ERP or procurement software is an advantage.

Competencies

• Strong negotiation skills
• Cost-conscious mindset
• Attention to detail
• Time management
• Supplier relationship management
• Problem-solving ability
• Strong communication skills
• Ability to work under pressure

Key Performance Indicators (KPIs)

Cost Savings

• Achieve target savings through supplier negotiations and competitive canvassing.

On-Time Procurement

• 95% of material requests processed within required lead times.

Delivery Performance

• 95% of materials delivered on or before required date.

Supplier Development

• Maintain at least 3 active suppliers per major material category.

Documentation Accuracy

• 100% complete purchasing documentation.

Price Monitoring

• Monthly update of critical material price database.

Preferred Construction-Specific Duties (AlfaConstruct Setup)

• Receive Material Requests from PICs and Site Engineers.
• Secure minimum of three supplier quotations for major purchases.
• Coordinate directly with Admin Operations Supervisor regarding approvals.
• Update weekly:
  • Pending Purchases
  • Delivered Materials
  • Material Price Monitoring
  • Supplier Performance Report
• Assist management in identifying cost-saving opportunities across all projects.
• Support project procurement planning to avoid site work stoppages due to material shortages.

Expected Working Hours:
Monday to Friday – 9:00 AM to 6:00 PM
Saturday – As Required / Remote CoordinationWork Arrangement:
Office-Based with occasional supplier visits and site coordination.