Purchasing Administrator

About the role

The Purchasing Administrator supports day-to-day purchasing activities by ensuring purchase orders, supplier deliveries, system records, payments, and purchasing documentation are accurately and promptly maintained. The role works closely with the Senior Buyer, suppliers, Finance, Planning, Production, Warehouse, and Quality to support timely material availability and smooth purchasing operations.

Key responsibilities

• Create, issue, amend, and maintain Purchase Orders (POs) in NetSuite.
• Ensure PO information including pricing, quantity, delivery dates, and terms is accurate.
• Obtain order acknowledgement and delivery confirmation from suppliers.
• Monitor open and overdue POs and follow up with suppliers on delivery status.
• Update supplier commitments and expected delivery dates in NetSuite.
• Expedite urgent materials and escalate potential supply or delivery issues to the Senior Buyer.
• Coordinate closely with Finance to ensure advance payments, deposits, and supplier invoices are processed on time.
• Coordinate with Warehouse and Production on incoming materials and delivery priorities.
• Support resolution of PO, receiving, quantity, pricing, payment, and invoice discrepancies.
• Maintain purchasing records, quotations, confirmations, and supplier documentation.

About you

• Minimum post-secondary education.
• Minimum 1 year of relevant experience in purchasing, procurement, supply chain, logistics, or a related role.
• Experience in a manufacturing environment is an advantage.
• Proficient in Microsoft Excel and comfortable working with data.
• Experience with ERP systems; NetSuite experience is preferred.
• Able to communicate effectively in both English and Chinese, written and spoken is preferred.
• Good communication and supplier follow-up skills.
• Strong attention to detail, accuracy, and sense of urgency.
• Well-organized and able to manage multiple priorities and follow through on outstanding actions.
• Able to work independently while collaborating effectively with internal teams and suppliers.