Purchasing Officer

The Purchasing Officer will provide offshore procurement administration support across purchasing, supplier coordination, catalogue maintenance, order tracking, and ISO compliance. The role is responsible for raising accurate purchase orders, validating pricing, maintaining supplier and catalogue data, supporting warehouse consumable ordering, monitoring supplier delivery updates, and maintaining evidence for supplier selection, supplier performance evaluation, and contractor performance evaluation. This position requires strong attention to detail, excellent follow-up skills, and the ability to support internal teams and suppliers in a timely and professional manner.

The role will provide administrative and operational procurement support to ensure accurate ordering, effective supplier coordination, timely delivery of goods, and ensuring appropriate evidence is maintained for supplier selection, supplier performance evaluation, and contractor performance evaluation.

Key Responsibilities:

1. Purchase Order Administration

Raise purchase orders for approved project, service, warehouse, and operational requirements.

Raise purchase orders based on approved D-Tools Bills of Materials, ensuring items are validated before processing.

Confirm that purchase order requests are approved, complete, and aligned with company procurement procedures.

Validate pricing against supplier quotes, approved catalogues, supplier portals, or agreed project pricing.

Confirm that requested items are approved catalogue items or escalate non-catalogue items for review.

Assist with applying project pricing and ensure supplier quotes are revalidated where required.

Ensure purchase order requests are actioned in a timely manner and in accordance with project timelines, required delivery dates, and operational priorities.

Monitor outstanding purchase orders and assist when required to follow up with suppliers regarding order acceptance, fulfilment, and delivery status.

Support resolution of purchase order discrepancies, including pricing, quantities, product codes, delivery details, and invoice queries.

2. Supplier Portal and Credential Management

Maintain supplier website portal logins and portal credentials in accordance with company security requirements.

Ensure supplier portal access is current, secure, and available to authorised users.

Monitor supplier portals for catalogue changes, product availability, pricing updates, discontinued products, and delivery information.

Escalate supplier portal access issues to the Procurement Specialist or IT where required.

3. Product ETA and Order Tracking Support

Assist with product ETA enquiries for project, service, warehouse, and operations teams.

Monitor supplier order confirmations and delivery updates.

Manage and monitor the order tracking inbox, including project activation-related ordering updates.

Follow up with suppliers for delayed, backordered, or partially shipped items.

Communicate delivery updates, delays, and risks to relevant internal stakeholders.

Maintain accurate order tracking records to support project and service delivery planning.

4. Warehouse Consumables and Reordering Support

Manage ordering of warehouse consumables as required.

Liaise with warehouse teams to confirm stock levels, usage trends, and reorder requirements.

Assist with maintaining reorder points for frequently used consumables.

Raise purchase orders for approved warehouse replenishment requirements.

Support continuous improvement of warehouse consumable ordering processes.

5. Catalogue and Pricing Administration

Maintain and support the administration of the D-Tools catalogue.

Manage updates to catalogue items, ensuring item descriptions, supplier codes, pricing, and availability are accurate.

Coordinate with IT to maintain catalogue pricing and product updates.

Initiate contact with suppliers to manage price list update schedules.

Review supplier portal updates and supplier price lists for pricing changes.

Monitor end-of-life, discontinued, superseded, or unavailable products from suppliers.

Coordinate with IT and the Procurement Specialist to update catalogue items where products are discontinued, replaced, or no longer suitable.

Ensure catalogue items are validated against current supplier price lists or approved supplier information.

Assist in maintaining accurate product and supplier data to support quoting, purchasing, and project delivery.

6. Supplier Purchasing Support

Support the Procurement Specialist in optimising supplier purchasing arrangements.

Assist with comparing supplier pricing, availability, lead times, delivery performance, and purchasing terms.

Assist with supplier communication regarding pricing, delivery, order discrepancies, product availability, and catalogue updates.

Support the maintenance of approved supplier records and supplier-related documentation.

7. Procurement Inbox and Internal Support

Work with the Procurement Specialist to monitor and maintain the procurement inbox.

Triage procurement requests and direct queries to the appropriate team member where required.

Provide ad hoc procurement, operational, and administrative support across operations, service, warehouse, finance, and project teams.

Support internal stakeholders with procurement status updates, ETA queries, catalogue queries, order tracking, and supplier information.

Ensure procurement communications are clear, timely, and accurately recorded where required.

8. Finance and Invoice Query Support

Support Finance with procurement-related queries, including purchase order details, supplier pricing, invoice discrepancies, and delivery confirmation.

Assist with matching purchase orders to supplier invoices where required.

Investigate and resolve discrepancies between supplier quotes, purchase orders, receipted goods, and invoices.

Escalate unresolved finance or supplier issues to the Procurement Specialist.

ISO and Compliance Responsibilities

9. Supplier Selection and Evaluation Evidence

Maintain documented evidence of supplier selection criteria in accordance with ISO and company procurement requirements.

Ensure supplier selection decisions are supported by appropriate information, such as:

pricing comparisons;

supplier capability;

availability and lead times;

quality of goods or services;

warranty and support arrangements;

delivery reliability;

approved supplier status;

compliance or certification requirements, where applicable.

Ensure supplier selection records are stored in the correct location and are available for audit purposes.

Assist in maintaining the approved supplier list and supporting documentation.

Escalate supplier selection exceptions or non-approved supplier requests to the Procurement Specialist for review.

10. Supplier Performance Evaluation

Assist with the collection and maintenance of supplier performance evaluation records.

Maintain evidence relating to supplier performance, including:

delivery performance;

product quality;

pricing accuracy;

responsiveness;

order accuracy;

issue resolution;

warranty support;

communication quality;

compliance with agreed terms.

Support periodic supplier reviews by preparing supplier performance data and evidence.

Record supplier issues, delays, non-conformances, or recurring performance concerns.

Assist with documenting corrective actions or follow-up actions relating to supplier performance.

Ensure supplier evaluation records are maintained in accordance with ISO audit requirements.

11. Contractor Performance Evaluation

Maintain documented evidence of contractor performance evaluations where contractors are engaged through procurement or supplier arrangements.

Support the collection of feedback from project, service, operations, or warehouse teams regarding contractor performance.

Maintain contractor performance evidence relating to:

quality of work;

timeliness;

safety and site conduct;

compliance with scope of work;

communication;

issue resolution;

adherence to company procedures;

completion of required documentation.

Ensure contractor performance records are retained and available for internal review or ISO audit purposes.

Escalate contractor performance issues, incomplete documentation, or compliance concerns to the Procurement Specialist or relevant manager.

12. Procurement Process Compliance

Ensure procurement activities are completed in accordance with company policies, approval workflows, and ISO requirements.

Maintain accurate procurement records, including quotes, approvals, purchase orders, supplier correspondence, delivery updates, and evaluation evidence.

Ensure the pricing validation process from Sales is being followed before purchase orders are raised.

Identify and escalate non-compliance with procurement procedures.

Support audit preparation by ensuring procurement records are complete, accurate, and accessible.

Assist with continuous improvement of procurement processes, templates, registers, and compliance records.

Requirements:

Previous experience in AV or IT industry procurement, purchasing administration, supply chain support, or a similar role.

Strong attention to detail and accuracy.

Ability to validate pricing, supplier information, product codes, and catalogue data.

Experience using procurement systems, supplier portals, ERP systems, or catalogue management tools.

Experience with D-Tools or similar project/product catalogue systems would be advantageous.

Strong administrative and organisational skills.

Ability to manage multiple requests and competing priorities.

Good written communication skills.

Ability to liaise professionally with suppliers and internal stakeholders.

Understanding of purchase orders, quotes, invoices, supplier records, and delivery tracking.

Awareness of ISO compliance, audit evidence, supplier evaluation, or quality management systems would be advantageous.

Key Performance Indicators

Purchase orders raised accurately and within agreed timeframes.

Supplier portal credentials and pricing information maintained accurately.

Catalogue updates actioned in a timely manner.

Supplier selection evidence maintained for audit purposes.

Supplier and contractor performance evaluation records maintained.

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Salary: Php 20,000- Php 30,000 monthly

Work Schedule: Monday - Friday; 8:30am-5pm Melbourne time

Work set-up: Fully remote