Procurement Associate | JDN Realty Group

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Procurement

Associate

Summary:

The Procurement Associate provides foundational administrative, clerical, and transactional support to the Procurement section of the Procurement and Fixed Asset Department. This position handles daily purchasing operations for commercial malls, retail properties, and corporate office spaces, ensuring that purchase requisitions (PRs), canvass sheets, purchase orders (POs), and supplier documentation are systematically processed, logged, and tracked.

Working in a fast-paced retail property environment, the associate assists in vendor canvassing, purchase order dispatching, delivery tracking, and basic inventory reporting. The role ensures that site supply needs—ranging from mall maintenance parts and cleaning supplies to administrative office consumables— are acquired smoothly, cost-effectively, and in full compliance with corporate purchasing standards.

Responsibilities:

A. Requisition Processing & Canvass Support

Receives, checks, and logs daily Purchase Requisitions (PRs) submitted by mall operations, property management, engineering, and office administration teams.
Assists in canvassing suppliers to obtain competitive price quotes, product specifications, and availability for routine site supplies, engineering spares, and office materials.
Encodes data into price comparison/canvass summary sheets using MS Excel for review by the Procurement Officer or Manager.

B. Purchase Order & Transaction Execution

Encodes and prepares Purchase Orders (POs) with complete item descriptions, approved pricing, and delivery terms.
Routes Purchase Orders and supply contracts for digital signatures via DocuSign and dispatches approved POs to vendors promptly.
Follows up regularly with suppliers to confirm order acknowledgments, track delivery timelines, and resolve site dispatch delays.

C. Delivery Verification & Billing Package Assembly

Coordinates with site receiving teams and property engineers to verify that delivered materials match approved PO specifications and delivery receipts.
Compiles, checks, and attaches delivery receipts, sales invoices, approved POs, and receiving reports to form complete payment packages for Accounting submission.
Assists in logging site inventory movements and stock levels for fast-moving office consumables and operational supplies.

D. Administrative, Database & Reporting Support

Maintains a well-organized digital and physical archive of active supplier profiles, business permits, price lists, and accreditation forms.
Encodes daily procurement transactions and assists in generating weekly/monthly procurement status reports, purchase lead-time tracking, and inventory logs in MS Excel.
Performs basic administrative duties, including routing communications, scheduling supplier meetings, and assisting in audit preparation.

Qualifications

Education:

Graduate of any Bachelor’s Degree program in Business Administration, Commerce, Supply Chain Management, Logistics, Office Administration, or a related field.

Knowledge:

Basic understanding of corporate purchasing workflows, canvassing procedures, inventory tracking concepts, and Philippine commercial document standards (e.g., invoices, delivery receipts).

Experiential Requirements:

Minimum of 1 to 2 years of administrative experience in corporate purchasing, procurement assistance, or inventory recordkeeping—preferably within shopping malls, retail operations, commercial real estate, or property management settings. (Fresh graduates with strong internship background in procurement/inventory administration are welcome to apply)

Skills:

Technical & Hard Skills:

Microsoft Excel Proficiency: Proficient in MS Excel for encoding, formatting, using standard formulas (e.g., SUM, AVERAGE, VLOOKUP), maintaining cost matrices, and generating basic inventory/procurement reports.
Digital Communication & Tools: Competent in using email, virtual meeting platforms, Google Workspace/MS Office, and digital signature platforms like DocuSign.
Presentation & Documentation: Basic capability to prepare summary tables and administrative updates using MS Word, PowerPoint, or Canva

Soft Skills:

Oral and Written Communication: Good verbal and written communication skills in English and Tagalog for professional correspondence with vendors and internal department requests.
Detail Orientation & Accuracy: High precision in verifying numbers, cataloging receipts, and catching specification errors early.
Organization & Time Management: Ability to organize physical/digitalarchives systematically and prioritize urgent site requisitions.
Integrity: Strict commitment to professional ethics, transparency, and company purchasing policies

Key Result Areas and Competencies:

Requisition & PO Processing: Verifying purchase requisitions and issuing accurately formatted Purchase Orders (POs).
Canvassing & Supplier Support: Assisting in sourcing price quotations, creating price comparison sheets, and maintaining vendor files.
Delivery & Inventory Tracking: Monitoring open PO status, tracking site deliveries, and logging inventory movements.
Document Governance & Reporting: Preparing weekly procurement tracking logs and consolidating billing packages for Accounting.
PO Turnaround Time: 100% on-time preparation and dispatch of Purchase Orders upon receiving approved PRs and canvass sheets.
Data Entry Accuracy: Maintaining a low error rate (<1%) on generated POs, canvass entries, and inventory tracking spreadsheets.
Billing Package Completeness: 100% complete and accurate payment packages submitted to Accounting without missing receipts or authorization attachments.
Vendor & Site Coordination SLA: Timely follow-up on open POs resulting in zero site downtime due to unmonitored delivery delays.

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Summary:

Responsibilities:

A. Requisition Processing & Canvass Support

Receives, checks, and logs daily Purchase Requisitions (PRs) submitted by mall operations, property management, engineering, and office administration teams.

Assists in canvassing suppliers to obtain competitive price quotes, product specifications, and availability for routine site supplies, engineering spares, and office materials.

Encodes data into price comparison/canvass summary sheets using MS Excel for review by the Procurement Officer or Manager.

B. Purchase Order & Transaction Execution

Encodes and prepares Purchase Orders (POs) with complete item descriptions, approved pricing, and delivery terms.

Routes Purchase Orders and supply contracts for digital signatures via DocuSign and dispatches approved POs to vendors promptly.

Follows up regularly with suppliers to confirm order acknowledgments, track delivery timelines, and resolve site dispatch delays.

C. Delivery Verification & Billing Package Assembly

Coordinates with site receiving teams and property engineers to verify that delivered materials match approved PO specifications and delivery receipts.

Compiles, checks, and attaches delivery receipts, sales invoices, approved POs, and receiving reports to form complete payment packages for Accounting submission.

Assists in logging site inventory movements and stock levels for fast-moving office consumables and operational supplies.

D. Administrative, Database & Reporting Support

Maintains a well-organized digital and physical archive of active supplier profiles, business permits, price lists, and accreditation forms.

Encodes daily procurement transactions and assists in generating weekly/monthly procurement status reports, purchase lead-time tracking, and inventory logs in MS Excel.

Performs basic administrative duties, including routing communications, scheduling supplier meetings, and assisting in audit preparation.

Qualifications

Education:

Graduate of any Bachelor’s Degree program in Business Administration, Commerce, Supply Chain Management, Logistics, Office Administration, or a related field.

Knowledge:

Basic understanding of corporate purchasing workflows, canvassing procedures, inventory tracking concepts, and Philippine commercial document standards (e.g., invoices, delivery receipts).

Experiential Requirements:

Skills:

Technical & Hard Skills:

Microsoft Excel Proficiency: Proficient in MS Excel for encoding, formatting, using standard formulas (e.g., SUM, AVERAGE, VLOOKUP), maintaining cost matrices, and generating basic inventory/procurement reports.

Digital Communication & Tools: Competent in using email, virtual meeting platforms, Google Workspace/MS Office, and digital signature platforms like DocuSign.

Presentation & Documentation: Basic capability to prepare summary tables and administrative updates using MS Word, PowerPoint, or Canva

Soft Skills:

Oral and Written Communication: Good verbal and written communication skills in English and Tagalog for professional correspondence with vendors and internal department requests.

Detail Orientation & Accuracy: High precision in verifying numbers, cataloging receipts, and catching specification errors early.

Organization & Time Management: Ability to organize physical/digitalarchives systematically and prioritize urgent site requisitions.

Integrity: Strict commitment to professional ethics, transparency, and company purchasing policies

Key Result Areas and Competencies:

​Requisition & PO Processing: Verifying purchase requisitions and issuing accurately formatted Purchase Orders (POs).

Canvassing & Supplier Support: Assisting in sourcing price quotations, creating price comparison sheets, and maintaining vendor files.

Delivery & Inventory Tracking: Monitoring open PO status, tracking site deliveries, and logging inventory movements.

Document Governance & Reporting: Preparing weekly procurement tracking logs and consolidating billing packages for Accounting.

PO Turnaround Time: 100% on-time preparation and dispatch of Purchase Orders upon receiving approved PRs and canvass sheets.

Data Entry Accuracy: Maintaining a low error rate (<1%) on generated POs, canvass entries, and inventory tracking spreadsheets.

Billing Package Completeness: 100% complete and accurate payment packages submitted to Accounting without missing receipts or authorization attachments.

Vendor & Site Coordination SLA: Timely follow-up on open POs resulting in zero site downtime due to unmonitored delivery delays.

Requisition & PO Processing: Verifying purchase requisitions and issuing accurately formatted Purchase Orders (POs).