Purchasing & Warehouse Assistant

Key Responsibilities – Purchasing

· Prepare purchase requisitions and purchase orders based on approved material requirements.

· Source and obtain quotations from suppliers and prepare comparison sheets for approval.

· Follow up with suppliers on order confirmation, delivery schedules, and outstanding orders.

· Liaise with warehouse on incoming deliveries and resolve discrepancies in quantity or documentation.

· Coordinate with Quality on incoming material rejections, returns, and replacements.

· Maintain accurate purchasing records, supplier files, price lists, and contract documents.

· Update and maintain the Approved Supplier List (ASL) and supplier evaluation records.

· Match purchase orders, delivery orders, and invoices before forwarding to Finance for payment.

· Monitor stock levels of consumables and raise replenishment requests in good time.

· Assist in supplier performance monitoring and preparation of evaluation reports.

· Assist in preparing purchasing reports and cost analysis for the Supply Chain Manager.

· Support internal and external audits by retrieving purchasing records.

Key Responsibilities – Warehousing

· Monitor and record daily temperature and humidity in the warehouse/store.

· Carry out daily store operations including receiving, checking, labelling, segregation, cleaning, and proper storage of stocks.

· Ensure warehouse activities comply with Standard Operating Procedures (SOPs) and Good Distribution Practice for Medical Devices (GDPMD).

· Work closely with Purchasing on the receiving and delivery of goods.

· Assist in stock take and ensure inventory records are accurate.

· Monitor and maintain appropriate inventory levels.

· Prepare and submit regular reports on inventory, stock movement, and related matters.

· Report damaged, missing, or discrepant inventory to the Warehouse Manager.

· Assist with goods delivery arrangements and documentation.

· Assist in handling rejected goods and disposal activities, including coordination with Kualiti Alam where applicable.

· Ensure accuracy of all incoming and outgoing inventory, stock issuance, stock updates, and data entry.

· Coordinate with Quality and Purchasing on rejected, returned, or replacement goods.

· Perform any other duties assigned from time to time.

Skills & Competencies

· Basic knowledge of purchasing, procurement, warehouse, and inventory processes.

· Basic understanding of GDPMD and supplier qualification requirements.

· Good numerical and data-entry accuracy.

· Proficient in Microsoft Excel and Word; ERP system experience is an advantage.

· Good filing, documentation, and document-control discipline.

· Good follow-up and coordination skills with suppliers and internal departments.

· Basic negotiation and communication skills.

· Organised, responsible, and able to work independently and meet deadlines.

· Good understanding of stock control, inventory management, and warehouse operations.

· Good written and spoken English and Bahasa Malaysia.

Education, Qualification & Experience

· Diploma in Business, Supply Chain, Logistics, Warehousing, or a related field; SPM with relevant experience will also be considered.

· Minimum 1 year of experience in purchasing, procurement, warehousing, logistics, or administrative support.

· Experience in manufacturing, medical device, distribution, or other regulated industries is an advantage.

· Experience in warehouse operations and distribution of medical devices or regulated products is preferred.

· Familiarity with GDPMD requirements or equivalent.

· Fresh graduates with relevant internship experience may also be considered.

Other Duties: Perform any other duties and responsibilities assigned from time to time by the Management.

Pay: RM2,000.00 - RM3,000.00 per month

Work Location: In person