Administrative & Procurement Coordinator - (PEZA and Regulatory)

We are looking for a Procurement & Admin Services Specialist to support our day-to-day purchasing, office administration, facilities, inventory, and compliance activities.

This is a hands-on generalist role suited for someone who is organized, detail-oriented, and comfortable coordinating with vendors, building administration, government offices, and internal teams.

You don’t need to be an expert in every area—we’re looking for someone with solid administrative, procurement, coordination, and documentation skills who is willing to learn and take ownership of assigned tasks.

What You’ll Do

Procurement & Inventory

• Process Purchase Requisitions (PRs) and Purchase Orders (POs) using Jira Service Desk.
• Request and compare vendor quotations and assist with vendor evaluation.
• Maintain vendor records, price lists, contracts, and procurement documents.
• Monitor office supplies, equipment, and asset inventory.
• Conduct regular inventory checks and ensure records are accurate and updated.
• Use tools such as ChatGPT, Gemini, or Claude to help with quotation comparisons, document summaries, and routine correspondence.

Vendor & Delivery Coordination

• Coordinate with suppliers regarding orders, deliveries, schedules, and concerns.
• Check delivered items and equipment against purchase specifications.
• Monitor vendor performance and follow up on delayed or incomplete deliveries.
• Coordinate vendor and contractor access with building administration and security.

Facilities & Office Administration

• Conduct regular office walkthroughs to identify maintenance or facility concerns.
• Coordinate with building administration and maintenance providers for repairs and preventive maintenance.
• Monitor basic office conditions, including electrical, plumbing, HVAC, and general workspace concerns.
• Assist with office events, meetings, transmittals, phone inquiries, and other administrative requirements.
• Support HR, IT, Finance, and Operations with administrative requests.
• Monitor seating arrangements, hot-desking, clean-desk guidelines, and general office readiness.
• Prepare gate passes and other documents needed for the movement of company assets.

PEZA & Regulatory Support

• Assist in processing PEZA Farm-In/Farm-Out documentation for company assets moved between sites, vendors, or for repair/calibration.
• Maintain accurate records of assets temporarily moved outside the office and ensure their proper return.
• Prepare and coordinate gate passes and required documents for asset movement.
• Coordinate with PEZA, Customs, building administration, security, and other relevant agencies when needed.
• Assist with business permits and regulatory requirements such as Mayor’s Permits, FSIC, Sanitary Permits, and Barangay Clearances.
• Maintain organized files and documentation for government and regulatory requirements, including support for SEC, BIR, PEZA, and NPC-related documentation.
• Ensure documents are complete, updated, and ready for audits or government inspections.

Requirements

• 1–3 years of experience in procurement, administration, facilities support, or general operations; BPO/IT-BPM experience is an advantage.
• Experience coordinating with LGUs and government agencies (e.g., BFP, PEZA, BIR, SEC, NPC).
• Knowledge of PEZA permits, Form 8106, e-PEZA documentation, and asset/capital equipment processing.
• Familiarity with Ecozone customs clearance, gate checks, and asset reconciliation.
• Experience with ticketing systems or PR/PO tracking tools is preferred.
• Knowledge of office maintenance, inventory control, vendor coordination, and administrative filing.
• Strong ability to multitask, follow compliance processes, and manage routine operational requirements.
• Willing to travel between sites and government offices as needed.
• Bachelor’s degree in a related field preferred.
• Proficient in Microsoft Office/Google Workspace; familiarity with AI tools such as ChatGPT, Gemini, or Claude is an advantage.
• Relevant certifications in project management, supply chain, procurement, AI productivity, or statutory compliance are a plus.
• Willing to report to the Ayala, Makati office as required under a hybrid work setup.

Benefits

• HMO with 1 free dependent upon hire
• Life Insurance
• 20 PTO credits annually
• Great Company Culture
• Career Growth and Learning
• Equipment provided
• Hybrid Set up
• Earn Php 25,000 up to Php 29,500