Departmental Assistant

We are seeking an organized, detail-oriented Department Assistant to support daily operational and administrative functions. The primary responsibilities include preparing and issuing Purchase Orders (POs), coordinating closely with suppliers to track order statuses and delivery schedules, and maintaining accurate procurement records to ensure smooth departmental operations.

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Key Responsibilities:

• Create, verify, and issue Purchase Orders (POs) accurately in accordance with approved requisitions and company procurement policies.
• Liaise with vendors and suppliers to confirm order receipts, expedite pending orders, track shipment/delivery schedules, and resolve delivery discrepancies or delays promptly.
• Coordinate with internal departments (warehouse/store and finance) to cross-check delivery orders (DO), invoices, and PO details for matching and payment processing.
• Assist in gathering quotations, basic price comparisons, and updating vendor contact records and catalogs.
• Maintain organized physical and digital records of all procurement documents, contracts, delivery orders, and correspondence.
• Assist with general departmental administrative tasks, routine report generation, and other ad-hoc assignments as required by management.

Requirements:

• Minimum STPM / Diploma, or equivalent in Business Administration, Supply Chain, Logistics, or related fields.At least 1 year of related experience in purchasing, procurement administration, or general department administrative support (fresh graduates with good learning attitude are encouraged to apply).

• Skills:

  • Proficiency in Microsoft Office (especially Excel and Word); familiarity with ERP systems or accounting software is an advantage.
  • Good organizational, time-management, and multitasking skills with high attention to detail.