Procurement And Administrative Specialist

Job Req Number: 109588

Time Type: Full Time

Procurement & Administrative Operations Specialist

Position Summary

The Procurement & Administrative Operations Specialist is responsible for managing end-to-end procurement processes, financial coordination, petty cash administration, facilities and vendor management, compliance documentation, and administrative reporting. The role ensures operational efficiency, cost control, regulatory compliance, and seamless administrative support across the organization.

Key Responsibilities

• Procurement & Vendor Management
• Process and manage purchase requests in accordance with company policies and approval workflows.
• Conduct Requests for Quotation (RFQ), vendor sourcing, and commercial evaluations.
• Secure and evaluate at least three (3) competitive quotations for office, training, and operational requirements.
• Coordinate vendor presentations, product samples, mock-ups, and commercial discussions.
• Negotiate pricing to achieve company cost savings.
• Manage vendor accreditation, including documentation review and SAP system encoding.
• Prepare and route Purchase Orders (POs) for approval and issuance.
• Monitor delivery timelines and ensure timely and complete order fulfillment.
• Ensure proper endorsement, documentation, and closure of procurement transactions.
• Manage vendor contracts and monitor service level agreements (SLAs).
• Finance & Payment Coordination
• Review vendor invoices for accuracy and completeness (company details, TIN, pricing, VAT breakdown, and totals).
• Forward verified invoices and complete supporting documents to Finance for processing.
• Maintain organized hard copy and digital invoice records.
• Collect and file signed BIR Form 2307 from vendors.
• Track invoice status and coordinate follow-ups until payment completion.
• Petty Cash & Budget Administration
• Process TEA applications covering Admin and BCP monthly budgets.
• Manage cash advances for administrative and business continuity expenses.
• Oversee liquidation processes and ensure timely submission of complete documentation.
• Maintain accurate expense tracking and financial records.
• Support budget monitoring and cost control initiatives.
• Meal Subsidy & Concessionaire Management
• Administer employee access to the meal subsidy platform.
• Monitor daily subsidy transactions and resolve discrepancies or duplicate claims.
• Encode manual subsidy entries when required.
• Generate bi-monthly, monthly, and year-to-date (YTD) RTO automation reports.
• Source and manage concessionaires; conduct performance surveys and implement corrective actions, memos, or sanctions as needed.
• Facilities & Asset Support
• Coordinate fleet services requirements.
• Oversee concessionaire and vendor performance for office services.
• Manage office supplies and stationery inventory to ensure availability and cost efficiency.
• Support corporate administrative requests, including official arrangements and office-related requirements.
• Administrative Reporting & Compliance
• Maintain and update the procurement tracker and vendor database.
• Monitor vendor performance and service quality metrics.
• Prepare utilization, cost, and operational performance reports.
• Ensure compliance documentation is complete, organized, and audit-ready.
• Update and maintain Administrative Policies and procedural documentation.
• Draft administrative memoranda and official announcements.
• Manage the Admin distribution mailbox and oversee document control processes.
• Assist in business permit processing, including coordination with PESO and occupational permit requirements.
• Stakeholder & Operational Support
• Facilitate new hire induction in the absence of the Admin Lead.
• Prepare presentation decks for monthly operational updates.
• Coordinate stakeholder meetings, send invitations, and document action points.
  
  
  

Qualifications

• Bachelor’s degree in Business Administration, Supply Chain Management, or related field.
• 3–5 years of experience in procurement and administrative operations.
• Working knowledge of SAP or similar procurement systems preferred.
• Strong analytical, financial, negotiation and documentation management skills.
• High attention to detail with strong compliance orientation.
• Excellent coordination, communication, and stakeholder management abilities.
  
  
  

DSV – Global transport and logistics

Working at DSV means playing in a different league.

As a global leader in transport and logistics, we have been on an extraordinary journey of growth. Let’s grow together as we continue to innovate, digitalise and build on our achievements.

With close to 150,000 colleagues in over 90 countries, we work every day to offer solid services and meet our customers’ needs and help them achieve their goals. We know that the best way to achieve this is by bringing in new talent, fresh perspectives and ambitious individuals like you.

At DSV, performance is in our DNA. We don’t just work – we aim to shape the future of logistics. This ambition fuels a dynamic environment built on collaboration with world-class team players, accountability and action. We value inclusivity, embrace different cultures and respect the dignity and rights of every individual. If you want to make an impact, be trusted by customers and grow your career in a forward-thinking company – this is the place to be.

Start here. Go anywhere

Visit dsv.com and follow us on LinkedIn and Facebook.

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