[Hiring] Purchasing Assistant @OX Tools

Role Description

We are looking for an experienced Purchasing Assistant to join our Purchasing team, based in the Philippines. This is a mid-level role, suitable for someone with solid purchasing and supply chain experience who can work independently on day-to-day purchasing activities, particularly for stocked goods. The role supports the Purchasing Team Leader and works closely with Demand Planning and Logistics. It is an execution-focused position, ensuring purchase orders, supplier communication, and data accuracy are managed to a high standard. This role replaces an existing position and is critical to maintaining continuity, accuracy, and efficiency across our purchasing operations.

Key Responsibilities

• Purchasing & Order Management
  • Create, manage, and maintain purchase orders for stocked goods in the ERP system.
  • Ensure purchase orders are accurate, complete, and aligned with approved demand plans.
  • Monitor open POs and proactively follow up on acknowledgements, ETDs, and changes.
• Supplier Communication
  • Act as the primary day-to-day contact for assigned suppliers regarding orders, delivery dates, quantities, and documentation.
  • Chase late confirmations, resolve discrepancies, and escalate issues when required.
  • Maintain professional and consistent communication with suppliers.
• Stock & Demand Support
  • Work closely with Demand Planning to support stock availability and continuity of supply.
  • Help prevent stockouts and unnecessary overstocks by ensuring timely ordering and follow-up.
  • Support adjustments to orders based on updated forecasts or business needs.
• Data Accuracy & Systems
  • Maintain accurate purchasing data in ERP systems (e.g. pricing, lead times, MOQs).
  • Ensure all purchasing records, confirmations, and documentation are correctly stored.
  • Support reporting on open orders, delays, and supplier performance as required.
• Logistics & Cross-Functional Coordination
  • Coordinate with Logistics on shipment readiness, ETDs, and delivery updates.
  • Support Finance with invoice queries, price discrepancies, and PO matching.
  • Work closely with internal stakeholders to ensure smooth end-to-end flow.
• Compliance & Process Adherence
  • Ensure purchasing activities follow internal processes, approvals, and controls.
  • Support compliance with supplier agreements and basic regulatory requirements.
  • Contribute to continuous improvement of purchasing processes and ways of working.

Key Performance Indicators (KPIs)

• Purchase order accuracy (% error-free POs)
• On-time supplier confirmations and deliveries
• Reduction in late or overdue POs
• Data accuracy in ERP (pricing, lead times, quantities)
• Stock availability support (reduced stockout risk)
• Responsiveness to internal and supplier queries
• Adherence to purchasing processes and timelines

Qualifications

• Proven experience in a purchasing or supply chain role (mid-level, not junior).
• Experience managing purchase orders for stocked / repeat items.
• Hands-on experience working with ERP systems.
• Experience working with overseas suppliers is preferred.

Requirements

• Strong attention to detail and data accuracy.
• Confident communicator, especially in written English.
• Well-organised, able to manage multiple suppliers and priorities.
• Proactive follow-up mindset — comfortable chasing and closing actions.
• Good Excel / data-handling skills.
• Able to work independently within a structured team environment.

Benefits

• The opportunity to be part of a growing, ambitious global brand.
• The chance to grow and develop within the business.
• 10 days annual leave + 5 days sick leave + birthday + volunteer leave.
• A vibrant, supportive team culture.