Administrative Assistant (Procurement)

Position: Administrative Assistant

Department: Bids and Awards

Reports to: Bids and Awards Section Head

Job Overview:

The Administrative Assistant is responsible for providing support to the Bids and Awards Team in filing and preparing bid documents. Along with that, he/she is assigned to purchase and canvass required deliverables for the company.

Responsibilities:

• Carries out admin duties such as filing, typing, copying, binding, scanning etc.

Assists the Bidding Officers in the completion of documents needed for bidding.

• Will work closely with the Team Lead to maintain and monitor project status and accomplishment reports

Coordinates with suppliers and evaluates offers from suppliers and negotiates better prices.

• Does canvassing, preparation, and purchasing of required deliverables.

Monitors stock levels and identifies purchasing needs.

• Tracks orders and ensures timely delivery.

Monitors PhilGeps regularly.

• Prepares all documents and requirements needed in the post-qualification.

Schedule and submit all government invoices, delivery receipts and project reports once the project is completed.

• Will liaise with the suppliers and prepare all the necessary equipment and software related when the project is awarded.

Continuously research potential suppliers and partners by obtaining quotes, purchase orders for project requirements for bidding purposes.

• Maintain inventory of supplies, equipment to ensure enough level and availability of stocks.

Conduct regular audits of contract documentation for compliance and accuracy.

• Collaborate with legal teams to ensure contracts and documents adhere to regulatory requirements.

Develop and maintain a comprehensive document repository for easy access.

• Implement process improvements to streamline document submission post-bidding.

Can attend the Pre-bid/Opening Bid if the Bid Specialist is not available

• Performs additional tasks that are related to the department.

Qualifications:

• Must possess at least a Bachelor's/College Degree.

At least one (1) year of working experience in the related field is required for this position.

• Possesses good documentation skills.

With good English writing skills.

• Excellent negotiation skills.

Must have experience in Government bidding.

• Must be a Filipino citizen living in the Philippines.

Additional Requirements:

Must be willing to report to our head office in Loyola Heights, Quezon City (near Ateneo de Manila University).

Job Type: Full-time

Pay: Php18,

• 00 - Php20,000.00 per month
  
  Benefits:
• Health insurance

Opportunities for promotion

• Paid training

Promotion to permanent employee
Schedule:

• 8 hour shift

Supplemental Pay:

• 13th month salary

Anniversary bonus

• Performance bonus

Education:

• Bachelor's (Required)

Experience:

Procurement: 1 year (Required)