
Purchasing Assistant
2 days ago
JOB OBJECTIVE:
The Purchasing Assistant will support the Purchasing Officer and Purchasing Manager in the end-to-end procurement process.
DUTIES & RESPONSIBILITIES:
A. Purchase Order Preparation & Processing
- Encode purchase orders (POS) into the system, ensuring product details, quantities, and prices match supplier quotations or delivery receipts.
- Monitor and follow up pending POS with suppliers to ensure on-time delivery.
- Assist in canvassing and obtaining supplier quotations when needed.
B. Validation and Reconciliation
- Check and match product details in POs vs. Receiving Forms (barcode,
- description, quantity, and cost price).
- Report to Purchasing Officer and Manager any price discrepancy and new product items for proper updates and action to system.
- Validate and prepare documentation to update correct cost and selling prices in the system upon confirmation.
C. Supplier & Internal Coordination
- Coordinate with suppliers regarding delivery schedules, order status, and any changes.
- Liaise with requestors to confirm specifications, materials, and delivery timelines.
- Support coordination with Finance for invoice validation, payment follow-up, and item disposal processes.
D. Supplier & Internal Coordination
- Maintain and organize both hard copy and soft copy files of procurement requests, POs, and supporting documents.
- Update and maintain the product master list/excel file with accurate and current information.
- Prepare and submit regular reports on new products and price update.
E. Inventory Support
- Assist the store operation during scheduled inventory counts and audits.
F. Other Responsibilities
- Provide administrative support to the Purchasing Officer and Manager (e.g., filing, scanning, email correspondence).
- Perform other related tasks as assigned to support the smooth flow of procurement operations.
QUALIFICATIONS:
- Must know how to analyze data & has an analytical mindset
- Good communication skills both written and verbal
- Good leadership & time management skills
- Very Flexible, organize & systematic in the performance of task
- At least graduate of any computer related course
- Working experience in inventory management is an advantage
- Working Knowledge of Microsoft Business Apps (MS Excel, Outlook).
Job Type: Fixed term
Contract length: 6 months
Work Location: In person
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