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 dont need to be an expert in every areawere looking for someone with solid administrative procurement coordination and documentation skills who is willing to learn and take ownership of assigned tasks.

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 Mayors 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.

• 13 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.
• Bachelors 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
• Earn Php 25000 up to Php 29500

Required Experience:

IC