Overview
Procurement Admin Jobs in Batangas, Calabarzon, Philippines at JLL
Title: Procurement Admin
Company: JLL
Location: Batangas, Calabarzon, Philippines
Position Overview
The Procurement Admin provides administrative support for facilities procurement operations, processing purchase orders, maintaining vendor records, supporting contract administration, and ensuring compliance with procurement policies. This role enables efficient purchasing processes and vendor management supporting seamless facility operations.
Key Responsibilities
Purchase Order Processing
Create and issue purchase orders in procurement systems based on approved requisitions and contracts. Verify PO accuracy including pricing, quantities, delivery dates, and terms against source documents. Ensure proper cost center coding and budget allocation for all purchase orders. Distribute purchase orders to vendors via email or portal and confirm receipt. Track open purchase orders and follow up with vendors on delivery status and potential delays. Process PO amendments for quantity changes, price adjustments, or delivery modifications. Close completed purchase orders after goods receipt and invoice matching.
Vendor Records Management
Maintain accurate vendor master data including contact information, tax identification, payment terms, and banking details. Onboard new vendors by collecting required documentation including W-9 forms, certificates of insurance, and licenses. Verify vendor compliance with insurance requirements, licensing, and safety certifications before activation. Update vendor records when changes occur including address updates, contact changes, or banking modifications. Deactivate vendors no longer providing services ensuring data integrity. Maintain vendor files with current documentation for audit and reference purposes.
Contract Administration Support
Maintain contract repository with complete documentation including executed agreements, amendments, and related correspondence. Track contract expiration dates and alert procurement team to upcoming renewals requiring action. Log contract key terms including pricing, service levels, and special provisions in tracking systems. Distribute executed contracts to stakeholders including operations, finance, and legal teams. File contract documents systematically enabling efficient retrieval for reference or audit. Coordinate contract signature routing and track execution status. Update contract management systems with current contract information.
Requisition Management
Review purchase requisitions for completeness including proper approvals, specifications, and budget availability. Route requisitions through approval workflows per delegation of authority policies. Return incomplete requisitions to requestors with clear guidance on missing information. Coordinate with requestors to clarify requirements, specifications, or delivery needs. Prioritize urgent requisitions requiring expedited processing. Convert approved requisitions to purchase orders following established procedures.
Vendor Communication
Serve as liaison between operations teams and vendors for routine purchasing matters. Communicate purchase order details, delivery requirements, and site contact information to vendors. Respond to vendor inquiries regarding purchase order status, specifications, or delivery instructions. Coordinate vendor access and site logistics for service delivery or installations. Address routine vendor questions professionally and escalate complex issues to procurement management. Maintain responsive communication supporting positive vendor relationships.
Compliance and Documentation
Ensure procurement activities comply with organizational policies and client-specific requirements. Verify proper authorization and approvals before issuing purchase orders. Maintain audit trails documenting requisition approvals, PO issuance, and vendor communications. Retain procurement documentation per record retention policies including requisitions, quotes, and correspondence. Support internal audits by providing requested procurement records and explanations. Flag potential compliance issues or policy violations to procurement management.
Reporting and Data Management
Generate reports on open purchase orders, procurement cycle times, and requisition backlog. Track key metrics including PO volumes, average processing times, and vendor performance. Maintain spend tracking spreadsheets or databases supporting procurement analysis. Compile vendor performance data including on-time delivery rates and quality issues. Provide data for management reports and procurement reviews. Ensure data accuracy in procurement systems through regular validation and cleanup.
Procurement System Administration
Maintain data accuracy in procurement systems including vendor records, catalogs, and approval workflows. Process system transactions including PO creation, amendments, and closures. Troubleshoot basic system issues and coordinate with IT for complex problems. Support system implementations or upgrades by testing functionality and providing user feedback. Train operations staff on procurement system usage including requisition submission and approval. Maintain user guides and procedural documentation for procurement processes.
Supplier Onboarding Coordination
Coordinate new supplier setup process collecting required documentation and information. Verify supplier credentials including business licenses, insurance coverage, and safety certifications. Complete vendor risk assessments or compliance checklists per organizational requirements. Input new vendor data into procurement and financial systems accurately. Communicate onboarding status to requestors and procurement team. Ensure suppliers meet all requirements before purchase order issuance.
Administrative Support
Schedule meetings and coordinate calendars for procurement team members. Prepare meeting materials including agendas, vendor presentations, and decision documents. Take meeting notes and distribute action items to appropriate parties. Maintain procurement files both electronic and physical in organized manner. Process expense reports and travel arrangements for procurement staff. Support special projects including RFP preparation, vendor events, or process improvements.
