ERP Encoder

Duties and Responsibilities:

• Accurately encode and process procurement data, including purchase requests (PR), purchase orders (PO), and delivery records
• Maintain, update, and monitor procurement databases, logs, and tracking systems
• Prepare and organize procurement-related documents such as quotations, contracts, and supplier records
• Assist in the preparation and issuance of Purchase Orders and ensure completeness of supporting documents
• Coordinate with internal departments regarding material requests, specifications, and delivery schedules
• Liaise with suppliers for follow-ups on quotations, orders, and delivery status
• Monitor delivery timelines and report delays or discrepancies to the Procurement Officer
• Ensure proper filing (hardcopy and digital) of procurement documents for easy retrieval and audit compliance
• Support the evaluation and accreditation process of suppliers by maintaining updated records
• Assist in inventory coordination and reconciliation, if required
• Ensure strict confidentiality of procurement data and company-sensitive information
• Perform other clerical and administrative tasks as may be assigned by the Procurement Manager

Qualifications and Requirements:

• Bachelor’s Degree in Business Administration, Supply Chain Management, Engineering, or any related field
• At least 3–5 years of relevant work experience in procurement, purchasing, or administrative support
• Experience in construction or engineering projects is an advantage
• Knowledge of procurement processes, documentation, and supplier coordination
• Proficient in Microsoft Office applications (Excel, Word, Outlook); experience in ERP systems is an advantage
• Strong attention to detail and high level of accuracy in data entry and documentation
• Good communication and coordination skills
• Ability to work under pressure and meet deadlines
• Strong organizational and time management skills
• High level of integrity and ability to handle confidential information

Preferred Competencies:

• Familiarity with local procurement regulations and company compliance standards
• Basic understanding of technical specifications and materials (especially in construction setting)
• Problem-solving skills and proactive work attitude
• Team player with the ability to work with minimal supervision