Procurement & Admin Services Specialist

The Procurement & Admin Services Specialist serves as a core operational executor within an "Agile Generalist" workforce model, delivering hands-on support across purchasing, facilities maintenance, general office administration, and statutory compliance. Reporting directly to the Head of Procurement & Admin Services, this role carries out daily, policy-governed tasks that isolate enterprise risk, maintain office readiness, and ensure smooth 24/7 site reliability across all company facilities. The Specialist is responsible for processing PR-to-PO workflows, monitoring vendor deliveries, managing office supply/asset inventories, conducting routine facility inspections, and driving rigorous PEZA Farm-In/Farm-Out asset tracking and multi-agency regulatory compliance.

Responsibilities & Duties

• Sourcing, Requisition & Inventory Management:
• Process daily Purchase Requisitions (PRs) into Purchase Orders (POs) via Jira Service Desk, rigorously maintaining SLA turn-around time.
• Facilitate the competitive vendor bidding process vendor vetting process.
• Utilize Generative AI tools (e.g., ChatGPT, Gemini, Claude) to accelerate vendor quotation comparisons, summarize complex Master Service Agreements (MSAs), and draft routine procurement correspondence.
• Maintain up-to-date vendor records, active price books, and standard Master Service Agreement (MSA) reference logs.
• Manage inventory levels for office supplies, tools, and company assets, ensuring stock availability, conducting regular audits, and maintaining both physical and electronic record-keeping systems.
• Vendor Operations & Receiving QA:
• Conduct standard Receiving QA inspections upon the delivery of goods, equipment, and services to verify compliance with purchase specs.
• Track supplier performance against contractual SLAs, monitoring On-Time Delivery, and logging instances of non-performance for service credit processing.
• Coordinate vendor physical access, delivery schedules, and on-site contractor logistics with building management.
• Facilities & Day-to-Day Workspace Reliability:
• Perform routine physical walkthroughs and inspections across the facility to monitor interiors, exteriors, plumbing, electrical, HVAC, and general office presentation.
• Support 24/7 facility uptime goals by logging and dispatching maintenance tickets for immediate resolution.
• Coordinate directly with Building Administration and third-party maintenance contractors to schedule preventive maintenance, respond to emergency repair requests, and uphold fire safety measures.
• Execute general administrative support, including phone inquiries, correspondence/transmittals, meeting/event setup, and cross-functional administrative assistance for HR, IT, Finance, and Operations.
• Enforce workspace policies, including seat allocation tracking, hot-desking guidelines, clean-desk compliance, and maintaining a welcoming office environment.
• Process gate passes and documentation to support seamless asset movement
• Statutory Compliance & Regulatory Support:
• PEZA Farm-Out / Farm-In Lifecycle Management: End-to-end execution of PEZA Form 8106 (Permit to Farm-Out) and LOA applications for all temporary and permanent asset movements, including inter-site facility transfers, vendor repairs, calibration, and equipment returns.
• Asset Tracking & Re-entry Reconciliation: Maintain strict dual-entry asset logs tracking every "Farm-Out" item to ensure 100% accountability and timely "Farm-In" (re-entry) validation back into the office’s designated Ecozones, preventing regulatory line-item discrepancies and tax exposure.
• Gate Pass & Customs Coordination: Prepare, validate, and secure physical/e-PEZA gate passes, coordinating directly with PEZA Zone Examiners, Customs Officers, and site security teams prior to physical asset transit.
• Regulatory Permitting & Agencies: Coordinate directly with Local Government Units (NCR and provincial sites) and regulatory bodies for annual business clearances, Mayor's Permits, FSIC, Sanitary Permits, and Barangay clearances.
• Coordinate and transact directly with Local Government Units (Makati, Mabalacat, Angeles) and relevant regulatory bodies for annual business clearances, including but not limited to Mayor's Permits, FSIC, Sanitary Permits, and Barangay clearances.
• Maintain up-to-date documentation, filings, and process reference guides for government agency interactions (including SEC, BIR, PEZA, and NPC compliance support such as PIAs and ASIRs).
• Audit Readiness: Ensure documentary requirements are audited, organized, and compliant with LGU or relevant government agency’s guidelines..
• 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.
• 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