Procurement Assistant

Job Responsibilities

1. Assist in preparing and processing purchase orders (PO).
2. Communicate with suppliers regarding product availability, pricing, and delivery schedules.
3. Follow up on outstanding purchase orders and ensure timely delivery of goods.
4. Check purchase orders against supplier quotations and invoices.
5. Maintain accurate purchasing records, documents, and supplier information.
6. Assist in sourcing new suppliers and obtaining quotations.
7. Compare supplier prices to ensure cost-effective purchasing.
8. Coordinate with the warehouse and stockkeeper regarding stock availability.
9. Monitor inventory levels and assist in preparing stock replenishment orders.
10. Ensure all purchase orders contain accurate product codes, descriptions, and quantities.
11. Verify supplier invoices against purchase orders and delivery orders.
12. Follow up on discrepancies involving pricing, quantities, damaged goods, or missing items.
13. Update purchasing records and stock information in the company system.
14. Prepare daily, weekly, or monthly purchasing reports when required.
15. Coordinate with the accounts department regarding supplier invoices and payment documents.
16. Maintain proper filing of purchase orders, quotations, invoices, and related documents.
17. Assist in managing supplier databases and updating supplier contact information.
18. Ensure all purchasing documents are complete and submitted on time.
19. Support the Purchasing Executive or Purchasing Manager with daily purchasing activities.
20. Perform other administrative and purchasing duties as assigned by management.

Job Requirements

• Minimum SPM, Diploma, or equivalent qualification.

• Previous experience in purchasing, administration, or retail operations is an advantage.

• Basic knowledge of Microsoft Excel, Word, and data entry.

• Good communication, coordination, and organizational skills.

• Able to work independently and as part of a team.

• Detail-oriented, responsible, and able to meet deadlines.

• Experience in retail, cosmetics, or inventory management is an advantage.

• Language Requirements:

  • Proficient in English, Bahasa Malaysia and Mandarin.
  • 能够流利使用英语、马来语和华语沟通。
  • Mahir berkomunikasi dalam Bahasa Inggeris, Bahasa Malaysia dan Mandarin.