Procurement Assistant

Duties and Responsibilities

1.      Purchase Order Processing

• Review internal purchase requests from various departments
• Generating, formatting, and issuing formal purchase orders to approved vendors
• Maintaining organized digital and physical filling systems for all active and completed procurement records

2.      Sourcing and Supplier Canvassing

• Research potential vendors and gathering competitive quotes for goods, services, or raw materials
• Compiling comprehensive price-comparison sheets to present cost-saving options to management
• Evaluation of supplier performance based on delivery speed, product quality, and pricing consistency

3.      Inventory and Delivery Tracking

• Monitoring estimated delivery timelines and proactively following up with vendors regarding delays
• Coordinating directly with warehouse or receiving teams to confirm that shipments arrive safely and intact
• Assisting in routine inventory counts to identify restocking needs before shortages occur

4.      Billing Compliance and Coordination

• Cross-referencing supplier invoices against original purchase orders and receiving logs to ensure accurate billing.
• Resolving pricing disputes, damaged shipments, or incorrect item quantities directly with the vendor.
• Forwarding verified invoices to the finance and accounting departments to ensure timely payment processing.

Qualifications

• A Bachelor’s degree in Business Administration, Supply Chain Management, Logistics, Finance, or Accounting is typically preferred
• High proficiency in Microsoft Excel (specifically for data tracking, cost analysis, and formula management) and experience with ERP software (like SAP) is a major advantage.
• At least 1 to 2 years of experience in purchasing, inventory control, or administrative support.
• Strong verbal and written communication skills to effectively negotiate pricing, delivery terms, and contract terms with suppliers.
• High accuracy in checking numbers, matching invoices, and identifying discrepancies in complex purchase orders.