Purchasing Assistant

• Receives purchase requisitions (PRs) from user departments and checks to ensure that these PRs are properly-authorized and approved in accordance with company policy.
• Canvasses and negotiates with suppliers and service providers for favorable commercial terms/ deals, e.g. supply availability, landed purchase price, delivery arrangements, payment terms/ conditions; ensures that vendors/ suppliers canvassed are in the list of accredited vendors/ suppliers.
• Prepares canvass sheet and submits it along with all complete documentation to the Purchasing Supervisor for review and endorsement for approval.
• Upon advice from management of selected vendor/ supplier/ service provider, sets-up and encodes purchase order (PO) in SAP accurately and in a timely manner.
• Ensures the accurate set-up of expense codes in SAP for PO line items as per Accounting Chart of Accounts.
• Prints out the PO and submits it, along with complete supporting documentation, to the Purchasing Supervisor for review and endorsement for management approval in accordance with the company's delegation of authority guide.
• Upon receipt of the approved PO, informs the selected vendor/ supplier/ service provider accordingly and transmits vendor copy and requests for signed copy of PO as confirmation of acceptance; ensures signed copy of the PO by the vendor/ supplier/ service provider is received for file.
• Transmits out without delay the PO requisitioner's copy and PO Accounting copy for their future reference.
• Files PO Purchasing copy and all supporting documents in a pending file in an orderly, complete and organized manner.
• Procurement of imported materials, products or equipment) Assists the Purchasing Supervisor, when required, in the smooth and efficient coordination with Accounting for the application of the Letter of Credit (L/C) and its transmission to the overseas supplier, as well as in the smooth and efficient coordination with the overseas supplier and the customs broker for providing the necessary shipping documents for release of goods from receiving port of entry.
• Upon delivery of goods purchased or services contracted, receives copy of the relevant vendor delivery documents, company receiving report or user department acknowledgment report of services rendered; batches these documents with the associated PO documents in the pending file; files the batched files together in the appropriate vendor file without undue delay in a complete, orderly, organized and secure manner.
• Coordinates smoothly and efficiently with user departments and the vendor/ supplier/ service provider to address and resolve any quality or quantity discrepancies for goods delivered or new items tested, or services conducted.
• Conducts the entire purchasing cycle in accordance with company policies relating to internal control and ISO requirements.
• Continuously researches/ sources for new or additional vendors/ suppliers/ service providers to continuously add to the list of pre-qualified vendors/ suppliers/ service providers for review & endorsement by the Purchasing Supervisor for vendor accreditation.
• Assists the Purchasing Supervisor to ensure that an updated list of reliable and accredited suppliers and service providers are kept and maintained in an organized and secure manner.
• Assists the Purchasing Supervisor in maintaining statistics on delivery timeliness and reliability as a basis for vendor accreditation and performance evaluation.

Qualifications:

• College degree from a reputable university in Business, Commerce, Economics, Engineering or related courses
• Preferably with prior relevant work experience
• Work experience in an industrial manufacturing company desirable
• Preferably with working knowledge of ISO quality system
• Knowledge, familiarity or experience working with SAP will be a distinct advantage
• Highly proficient in the use of MS Office or equivalent applications
• Possesses high degree of maturity to be able to handle confidential information discreetly
• Well-organized, meticulous/conscientious with details and with meeting agreed deadlines
• Possesses good business judgment skills and negotiation skills

Job Type: Full-time

Benefits:

• Company Christmas gift
• Company events
• Opportunities for promotion
• Promotion to permanent employee

Work Location: In person