Purchasing Administrator

Job Category: Purchasing / Logistic

Job Location: Angeles/Mabalacat, Pampanga

If you are a Purchasing Administrator professional looking for a greater opportunity, this might be the perfect opportunity for you. Apply now! Why you will love working with this Client? Our client is a company based in the United Kingdom providing a packaging solution. Location / Shift Angeles/Mabalacat, Pampanga / Mid Shift NOTE: You must be willing to work in the office in the above office location to apply for this position Job Description To provide accurate, timely, and consistent administrative support to the Purchasing function. The role ensures that supplier order acknowledgments, delivery timelines, and documentation requirements are correctly processed and maintained within the ERP system. The Purchasing Administrator plays a key part in maintaining data accuracy, supplier communication, and overall purchase order flow. Key Responsibilities 1.Order Acknowledgement Verification

• Review all supplier order acknowledgments to ensure:
• Correct pricing and currency
• Confirmed delivery dates match and quantities.
• Identify and flag discrepancies to the Purchasing Manager or Buyer for resolution.
  
  

2.ERP Data Entry & Maintenance

• Accurately input order acknowledgment details into the ERP system.
• Update purchase order statuses, delivery information, and documentation as required.
• Ensure data integrity and consistency across all procurement records.
  
  

3. Supplier Follow-Up & Delivery Management

• Contact suppliers daily to confirm delivery statuses and request updated dispatch dates.
• Proactively chase overdue orders and escalate concerns when repeated delays occur.
• Maintain an up-to-date record of supplier communications.
  
  

4. Order Status Updates & Reporting

• Update ERP system to reflect the latest status of all open purchase orders.
• Communicate any critical changes or risks to internal stakeholders.
• Assist in preparing order status reports as required.
  
  

5. Warehouse Delivery Coordination

• Maintain and update the warehouse Goods-In delivery calendar.
• Book deliveries into the calendar based on confirmed supplier dates.
• Notify the warehouse team of late changes or urgent arrivals.
  
  

6. Supplier Documentation Requests

• Request and obtain relevant supplier documentation, including:
• Product specification sheets
• Certificates of Conformance (C of C’s)
• Compliance statements and material data (if required)
• File and store documentation in the approved digital repository.
  
  

7. Supplier NCR (Non-Conformance Report) Support

• Assist the purchasing team with processing supplier NCRs.
• Communicate with suppliers to obtain corrective action responses.
• Update tracking logs and NCR closure information.
  
  

8. General Administrative Support

• Support Buyers and the Purchasing Manager with routine administrative tasks.
• Provide documentation support for audits or supplier performance reviews.
• Participate in continuous improvement activities relating to procurement processes.
  
  

Requirements Skills & Competencies Required Technical Skills

• Strong experience with ERP or MRP systems (training provided for specific system).
• Proficient in Excel and general Microsoft Office applications.
• Ability to understand purchase orders, specifications, and supplier documentation.
  
  

Behavioral Competencies

• High attention to detail and accuracy.
• Strong written communication and professionalism when dealing with suppliers.
• Ability to work within structured procedures and follow SOPs.
• Persistent and proactive in chasing outstanding information or overdue deliveries.
• Organised with effective task prioritisation.
  
  

Experience (Preferred but not essential)

• Prior administration experience in procurement, supply chain, or operations.
• Experience handling supplier queries or data-entry tasks.
• Understanding of manufacturing or distribution environments.
  
  

RKPIs for offshore Purchasing Administrator To ensure measurable performance, consider using the following KPIs:

• Order acknowledgments processed within 24 hours of receipt.
• ERP data accuracy rate (target 99%+).
• Daily supplier follow-ups completed on time.
• Timeliness of delivery calendar updates.
• Supplier documentation turnaround times.
• NCR support tasks completed within agreed internal timescales.
  
  

Why join optiBPO? optiBPO is an exciting workplace where you will be surrounded by smart, talented, and motivated professionals that supports clients across Australia, New Zealand, United States, Canada, United Kingdom, and Europe. optiBPO helps clients in planning, building, and managing dedicated offshoring teams in the Philippines. Enjoy great perks and benefits such as in-house medical team and HMO coverage. We maintain a healthy workplace that promotes collaboration, creativity, and teamwork. It is important for us to help you advance your career by elevating growth strategies and learning opportunities throughout your career journey with us. More Jobs Available

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