Equipment & Procurement Officer

About AsiaMotions

Founded in 2013, AsiaMotions specializes in residential programs for international schools, promoting outdoor education, environmental awareness, teamwork, social responsibility, and a healthy lifestyle. We are a mission-driven organization focused on collaboration, growth, and delivering exceptional experiences.

Role Overview

The Equipment & Procurement Officer is responsible for building and operating the full purchasing and inventory system for AsiaMotions’ equipment. This role covers the end-to-end flow from purchase request, supplier coordination, delivery and receiving, storage, stock control, to supporting equipment needs for programs.
It is a system-building role that works closely with Operations, Accounting, and Admin to create clear procedures, accurate records, and reliable equipment readiness for all trips.

Key Responsibilities

About AsiaMotions
Founded in 2013, AsiaMotions specializes in residential programs for international schools, promoting outdoor education, environmental awareness, teamwork, social responsibility, and a healthy lifestyle. We are a mission-driven organization focused on collaboration, growth, and delivering exceptional experiences.

Role Overview
The Equipment & Procurement Officer is responsible for building and operating the full purchasing and inventory system for AsiaMotions’ equipment. This role covers the end-to-end flow from purchase requests, supplier coordination, delivery and receiving, storage, stock control, safety considerations, to supporting equipment needs for programs.
It is a system-building role that works closely with Operations, Accounting, and Admin to establish clear procedures, accurate records, and reliable equipment readiness for all trips.

Key Responsibilities

• Lead purchasing activities for equipments: request and compare quotations, recommend suppliers, prepare purchase details, and follow company procurement and payment processes.
• Ensure that procurement decisions align with program requirements and safety standards; proactively consult Program Managers and activity leads to understand equipment functions and technical specifications before purchasing.
• Coordinate closely with Accounting and Admin on PO, invoices, supporting documents, payment timelines, and compliance requirements.
• Build and maintain basic inventory control tools: standard equipment list, naming rules, categories, and simple forms for receiving, issuing, transferring, and disposing of items.
• Organize and manage storage spaces: layout, labelling, cleanliness, safety, and accessibility for operations teams.
• Monitor stock levels and condition: track incoming and outgoing items, plan simple maintenance routines, and document damaged, lost, or expired items.
• Plan and conduct regular equipment quality checks, maintain clear records, ensure safety compliance, and test new equipment for new or updated activities.
• Support Program Managers in preparing, issuing, and receiving equipment for programs once the core system is in place and running.

This position’s responsibilities are linked with the program calendar, specifically before – during – post

• Before (planning):
  o Coordinate with Program Leaders and Program Managers to confirm equipment needs based on program requirements.
  o Ensure equipment is prepared, checked, and ready for dispatch according to plan.
• During:
  o Provide support to the on-site team for equipment-related issues as needed.
  o Collect functional and safety feedback on equipment usage to improve procurement and preparation.
• Post:
  o Guide the proper unpacking, sorting, and handling of returned equipment.
  o Ensure clear reporting of damaged, lost, or malfunctioning items and update records accordingly.
  o Organize items for repair, maintenance, or disposal.

Requirement

• At least 1&ndash years of experience in purchasing, warehouse operations, logistics, supply coordination, or similar roles.
• Practical experience working with Accounting/Admin on PO–invoice&ndashayment workflows.
• Able to set up or improve procedures and tools in an environment without existing standards.
• Strong organization, follow-up, and documentation skills; comfortable with detailed work.
• Competent in Microsoft 365 (especially Excel, Outlook, SharePoint/OneDrive).
• English communication at a functional working level: able to communicate directly in English and read/write work documents.
• Outdoor equipment knowledge is an advantage but not a requirement.
• Office address: Thao Dien, Thu Duc, HCMC.
• Office hours: 9am – 6pm (Mon–Fri).