Purchasing Specialist

# PURCHASE STAFF

**Department:** Purchasing / Procurement
**Reports To:** Purchasing Head / Operations Manager / CEO
**Employment Type:** Full-Time
**Work Arrangement:** On-site
**Location:** Quezon City

## I. JOB SUMMARY

The **Purchase Staff** is responsible for the timely, accurate, and cost-effective procurement of products, materials, equipment, and services required by the company and its clients.

The position handles **supplier sourcing, quotation requests, price comparison, negotiation, purchase order preparation, order monitoring, delivery coordination, and procurement documentation**. The Purchase Staff ensures that all purchases are properly authorized, accurately encoded, and delivered according to the required specifications, quantity, quality, price, and schedule.

The position works closely with **Sales, Accounting, Warehouse, Logistics, and Management** to ensure smooth purchasing operations and proper control of company funds and inventory.

---

# II. DUTIES AND RESPONSIBILITIES

## A. Purchasing & Procurement

1. Receive and review approved purchase requests, Sales Orders, quotations, and other purchasing requirements.
2. Verify product specifications, quantity, brand, model, unit price, delivery requirements, and other order details before purchasing.
3. Source qualified and reliable suppliers for required products and services.
4. Request and collect supplier quotations.
5. Compare supplier prices, terms, availability, warranty, delivery schedule, and other conditions.
6. Negotiate with suppliers for competitive pricing, better payment terms, delivery schedules, and other favorable conditions, subject to company authority.
7. Prepare and process **Purchase Orders (POs)** based on approved requirements.
8. Ensure that purchases are made only from approved or properly evaluated suppliers.
9. Coordinate with suppliers regarding order confirmation, availability, lead time, delivery schedule, and changes in requirements.
10. Monitor all outstanding purchase orders until completion.

## B. Purchase Order & Documentation Control

1. Ensure that every PO is properly supported by:

* Approved Sales Order/Purchase Request
* Supplier quotation
* Price comparison, when applicable
* Management approval
* Other required supporting documents
2. Check PO details before release to the supplier.
3. Ensure accuracy of:

* Supplier name
* Product description
* Quantity
* Unit price
* Total amount
* Delivery address
* Payment terms
* Required delivery date
4. Maintain organized physical and digital purchasing files.
5. Properly record and file supplier quotations, POs, invoices, delivery receipts, and related documents.
6. Prevent duplicate POs, duplicate purchases, and unauthorized procurement.

## C. Supplier Management

1. Develop and maintain a reliable supplier database.
2. Maintain updated supplier information, including:

* Contact person
* Contact numbers
* Email address
* Product categories
* Pricing
* Payment terms
* Delivery lead time
* Warranty terms
3. Evaluate suppliers based on price, quality, availability, service, delivery performance, and compliance with agreed terms.
4. Report supplier issues to the Purchasing Head/Management.
5. Assist in identifying alternative suppliers when the primary supplier cannot meet the required price, specification, or delivery schedule.
6. Maintain professional and ethical relationships with suppliers.

## D. Delivery & Order Monitoring

1. Monitor supplier commitments and expected delivery dates.
2. Follow up regularly on pending and delayed orders.
3. Coordinate delivery schedules with Warehouse and Logistics.
4. Immediately report delayed, incomplete, incorrect, or damaged deliveries.
5. Verify that delivered items correspond to the approved PO.
6. Coordinate with Warehouse regarding receiving and inspection of purchased items.
7. Follow up on back orders, missing items, replacements, and warranty concerns.

## E. Coordination with Other Departments

### With Sales

* Confirm product availability and procurement lead time.
* Coordinate special client requirements.
* Provide accurate purchasing and delivery updates.
* Immediately communicate possible delays affecting client commitments.

### With Accounting

* Submit complete purchasing documents.
* Coordinate supplier invoices and payment requirements.
* Ensure supplier billing corresponds with approved POs and actual deliveries.
* Assist in resolving discrepancies between PO, delivery receipt, and invoice.

### With Warehouse

* Coordinate incoming deliveries.
* Provide expected delivery schedules.
* Ensure proper receiving and checking of purchased items.
* Coordinate discrepancies in quantity or specifications.

### With Logistics

* Coordinate pickup and delivery schedules when applicable.
* Provide complete delivery instructions and supplier information.

### With Management

* Submit purchasing reports and pending PO monitoring.
* Seek approval for purchases requiring management authorization.
* Immediately escalate unusual pricing, supplier issues, significant delays, or procurement risks.

---

# III. SYSTEM / ERP RESPONSIBILITIES

1. Encode and maintain accurate purchasing records in the company's ERP/Odoo system.
2. Create and update supplier records according to company procedures.
3. Prepare and monitor Purchase Orders in Odoo.
4. Ensure that PO information matches the approved Sales O