About Us

Kayana is a talent agency that connects Filipino Remote Professionals with global companies that operate within real systems and value disciplined execution. These are long-term professional roles—not gig work. Our partners build structured teams where accountability, clear communication, and operational discipline matter.

📌Important: Kayana hires Filipino remote professionals only, regardless of their current location.

Position Overview
The Purchasing Administrative Support Specialist provides operational support to the purchasing team by managing purchase order tracking, maintaining supplier communication, and ensuring accurate data management within internal systems.

This role focuses on maintaining visibility into purchase orders, coordinating follow-ups with suppliers, and keeping purchasing records organized and up to date. The position requires a detail-oriented professional who can manage structured workflows, communicate clearly with vendors, and maintain accurate purchasing data.

Core Responsibilities
Purchase Order Monitoring & Reporting
Maintain visibility over active purchase orders and ensure timely follow-up.
Responsibilities include:
Running reports from the ERP system to identify past-due and upcoming purchase orders
Exporting purchase order data into Excel or Google Sheets for tracking
Maintaining an organized master purchase order tracker
Monitoring purchase order status and identifying items requiring follow-up

Supplier Communication & Follow-Up
Coordinate routine communications with suppliers regarding purchase order status.
Responsibilities include:
Sending standardized email follow-ups for overdue or newly issued purchase orders
Recording supplier responses and updating tracking documents
Maintaining professional communication with suppliers regarding delivery timelines
Escalating unresolved or non-responsive supplier issues to the internal purchasing team

Data Management & System Updates
Ensure purchase order information remains accurate across systems and tracking documents.
Responsibilities include:
Updating purchase order due dates and status within the ERP system
Maintaining accurate records of supplier updates and delivery commitments
Ensuring daily completion of required communications and tracking updates
Keeping shared tracking documents organized and accessible for the purchasing team

Process Support & Continuous Improvement
Support efficient purchasing operations through organized workflows and process awareness.
Responsibilities include:
Maintaining structured workflows for purchase order tracking
Identifying small opportunities to improve tracking accuracy or process efficiency
Following detailed work instructions to ensure consistency across purchasing activities
Providing updates to internal team members when issues or delays arise

Qualifications & Skills

Experience in purchasing administration, supply chain support, or data management
Strong proficiency with Excel or Google Sheets (sorting, filtering, data tracking)
Experience using ERP systems (Siteline or similar platforms preferred)
Excellent written communication skills for supplier correspondence
Strong attention to detail and accuracy in data handling
Organized and disciplined approach to managing repetitive workflows
Ability to work independently while maintaining consistent communication with the team
Analytical and process-driven mindset with the ability to follow structured procedures