Procurement & Faciilities Coordinator

The Role
Coordinate procurement and facilities workflows including, supplier onboarding, contract management, reporting, and governance across Procurement and Supplier Governance lifecycle and day to day operational facilities support. Ensure tasks move efficiently through approved processes, actions are completed on time, records stay accurate, and issues are resolved or escalated as needed.
Job Description
Workflow, Data Governance and Renewal Coordination
Monitor & Own day to day coordination of incoming procurement and facilities operational workflows, data-governance, and supplier renewal requests.
Review tickets for completeness, ensuring mandatory fields are populated and required documents are attached.
Check that information is consistent, accurate, and usable for downstream stakeholders.
Route requests through approved workflow stages and keep statuses up to date.
Monitor aged requests, follow up on outstanding actions, and escalate stalled or overdue items as required.
Maintain procurement and facilities master data integrity.
Supplier Onboarding Coordination
Review AU and PH supplier onboarding requests to confirm required information is provided.
Request missing information from stakeholders or suppliers in a timely and professional manner.
Coordinate interactions between Australian and PH based stakeholders, suppliers, risk, cyber, legal, finance, and procurement.
Monitor and coordinate onboarding progress and update workflow / ticket status so stakeholders have clear visibility through to completion.
Supplier Due Diligence Coordination
Run approved due diligence tools and agents in line with established procedures.
Record outputs and results in the relevant tickets or systems.
Collect requested supplier evidence and documentation.
Track completion of risk and cyber reviews, monitor remediation actions, and follow up overdue items.
Escalate unresolved issues or risks to the appropriate stakeholders.
Coordinate annual supplier review administration.
Contract Administration and Execution
Prepare and maintain contract records and repositories, including uploading documents and maintaining version control.
Capture online terms and conditions and record key contract metadata (e.g. dates, values, renewal/notice periods).
Prepare and track documentation for contract review progress and approvals.
Prepare DocuSign (or equivalent) packages and assign signatories in line with approved Delegation of Authority (DOA) rules.
Monitor signature completion, follow up outstanding signatures, upload signed contracts, and update contract records.
Monitor and proactively alert & trigger contract renewal tasks with stakeholders for upcoming contract renewals.
Reporting and Continuous Improvement
Produce basic workflow and ageing reports from procurement tools/systems.
Highlight recurring issues or bottlenecks and escalate where appropriate.
Contribute ideas to improve templates, checklists, and processes to increase accuracy and turnaround time.
Facilities Operations Coordination
Monitor & coordinate incoming Facilities and workplace requests through JSM through to completeness.
Review requests for completeness and request missing information where required.
Allocate or direct requests to the appropriate internal team or approved supplier.
Monitor & escalate request ageing and follow up outstanding actions.
Update ticket status and maintain accurate records.
Workplace Administration
Coordinate and purchase replenishment of office supplies and workplace consumables.
Support workplace communications relating to facilities activities.
Provide remote support for Head Office reception.
Support approved visitor access processes.
Ad hoc courier booking and mail services support as needed.
At least 1 year in a procurement coordinator role
Exposure to procurement, contracts, or vendor management and to ticketing/workflow tools and spreadsheets
Bachelor’s degree in Business, Commerce, or a related field preferred but not required
High attention to detail and data accuracy.
Strong organisation and time management; able to manage multiple requests and deadlines.
Clear written and verbal communication with internal teams and suppliers.
Comfortable following standard processes and checklists while suggesting improvements.
Proficient with standard productivity tools (spreadsheets, documents, email) and workflow or ticket management systems.
Curious, proactive, and willing to learn procurement concepts and systems.
Experience coordinating multiple stakeholders across different business functions.
Willing to report onsite at least once a week
Must be currently residing in the Greater Manila Area (Metro Manila + Neighbouring provinces)
Successful candidates must have a stable postpaid internet connection and a quiet, dedicated workspace at home with appropriate furniture (desk and office chair)

Employment type
Full-time

Work arrangement
Hybrid