Purchasing Staff and Vendor Compliance

Vendor Monitoring and CI Verification ● Conduct Company Information (CI) verification for all vendors before engagement and at regular intervals. This includes reviewing business registration, ownership or authorized representatives, and track record. ● Check and validate vendor documents, including PCAB license, Mayor's or Business Permit, BIR registration, SEC or DTI registration, and barangay clearance. ● Withhold or suspend vendor engagement if CI or permit requirements are incomplete or expired. ● Maintain an up-to-date tracker or database of vendor CI documents and permit expiration dates, and monitor renewals as needed. 2. Vendor Performance Monitoring ● Monitor vendor attendance and progress against contracted schedules at all active construction sites. ● Identify vendors who have abandoned, underperformed, or become unresponsive regarding assigned work. ● Coordinate with site supervisors and project managers to verify vendor presence and work status. ● Report vendor performance issues, delays, or non-compliance to the Immediate Superior. 3. Demand Notices and Escalation ● Issue formal written demands/notices to non-compliant vendors requiring immediate return to site or completion of work. ● If a vendor remains unresponsive after formal notice, escalate the matter to the barangay (e.g., request for barangay conciliation/mediation, or blotter report) as a next step before or alongside legal action. ● Coordinate with Legal Team to pursue further escalation options against habitually non-compliant or abandoning vendors, such as filing a complaint with the PCAB for possible suspension or cancellation of the vendor's contractor's license, reporting the vendor with the SEC where corporate misconduct or fraud is involved, blacklisting the vendor internally, pursuing contract penalty clauses or forfeiture of performance bonds/retention money, and coordinating small claims or civil case filing for breach of contract with legal counsel. 4. Coordination with Internal Departments ● Coordinate with the Project Management Team, Legal, Finance, Admin, and other departments regarding vendor compliance matters. ● Provide timely updates to requestors and the Immediate Superior regarding vendor compliance and escalation status. ● Follow up pending approvals, incomplete requirements, and pending documents. 5. Compliance, Documentation, and Reporting ● Maintain accurate records of vendor communications, notices, barangay filings, and regulatory complaints. ● Ensure Vendor compliance transactions follow company policies, procedures, and ethical procurement guidelines. ● Prepare regular compliance status reports for management, including CI status, permit status, and escalation stage per vendor. ● Support internal audits and compliance reviews. ● Safeguard confidential vendor and company information. ● Perform other purchasing, compliance, and administrative tasks that may be assigned by the Immediate Superior.