Purchasing Associate

Education

• Bachelor's degree in Business Administration, Supply Chain Management, Logistics, or a related field (preferred).

Experience

• 1–3 years of experience in procurement, purchasing, or supply chain support roles.
• Hands-on experience with ERP systems (e.g., SAP, Sage 50).
• Proven track record in managing vendor relationships and processing purchase orders.
• Experience in handling imports, local purchases, and coordination with logistics teams (advantageous).

Job Description

Process Purchase Orders

•Create, review, and issue purchase orders (POs) based on approved requisitions and stock requirements.

•Adhere to company's procurement process, policies, and procedures

Supplier Quotations

•Price Canvassing (at least 3 supplier canvasses for each PO)

•Daily coordination and follow up with suppliers for price canvassing, availability of materials, and schedule of deliveries

•Sourcing for new materials and suppliers

Source and Evaluate Suppliers

•Identify potential vendors, obtain quotations, and assess supplier reliability, pricing, and delivery times.

Maintain Supplier Relationships

•Communicate regularly with suppliers to ensure timely deliveries, resolve issues, and maintain good working relationships.

Negotiate Terms

•Negotiate pricing, payment terms, and delivery schedules to secure cost-effective deals.

Monitor Inventory Levels

•Track stock availability and collaborate with warehouse or inventory teams to avoid shortages or overstocking

Track Deliveries and Resolve Discrepancies

Follow up on order status, inspect delivered goods, and address any discrepancies in quantity or quality.

Ensure Compliance

•Ensure all purchases comply with company policies, budget limits, and quality standards.

Maintain Records and Documentation

•Keep accurate records of purchases, pricing, contracts, and supplier correspondence for audit and reporting purposes.

Support Budgeting and Forecasting

•Assist in preparing cost estimates and procurement budgets based on past purchasing data and current trends.

•Maintain close coordination with QS team for cost estimates and budgeting, providing updated price of materials as needed by QS team for accurate estimates and evaluation of contractor's bid proposals

Coordinate with Internal Teams

•Work closely with departments like finance, logistics, and operations to align purchasing with company needs.

•Assist in the sourcing and selection of vendors based on quality, cost, and delivery criteria.

•3-Way Matching and verification of delivered items prior to payment

•Ensures timely payment of suppliers and responsible for troubleshooting when supplier payment issues arise

•Validates suppliers' invoices, delivery receipts, and materials receiving reports against issued Pos

•Maintain close coordination with CMD and Warehouse team for project requirements for materials and services (requisition, sourcing, ordering, delivery, receiving, and inventory)

PRQ-PO Monitoring

•Daily Update on PRQ-PO Monitoring

•Ensure that the PR to PO process cycle time is completed within 7calendar days for local suppliers with on hand items, 2-3 weeks local supplier but item is order basis, 75 days maximum lead time for import items.

Canvass Sheet Monitoring

•Daily Update on Canvass Sheet Monitoring

•Ensure that 10% discount is met on every PO issuance if possible.

Improvement in Supplier payment terms

•Negotiate with at least 1 Supplier per quarter to extend payment terms