Purchasing Assistant

Purchasing Assistant

Job Summary
The Purchasing Assistant provides administrative and operational support to the Procurement and Supply Chain team. The role assists in supplier sourcing, quotation canvassing, purchase order processing, delivery monitoring, procurement documentation, and coordination with internal departments and vendors to ensure timely and cost-effective purchasing.

Key Responsibilities

• Assist in the end-to-end purchasing process, from receiving purchase requisitions to PO issuance and delivery monitoring.
• Source and canvass qualified suppliers for materials, equipment, spare parts, office supplies, and operational requirements.
• Request, compare, and evaluate supplier quotations based on price, quality, specifications, lead time, and payment terms.
• Prepare and process Purchase Orders (POs) and other procurement documents.
• Coordinate with requesting departments to clarify specifications, quantities, delivery schedules, and other requirements.
• Monitor purchase orders and follow up with suppliers to ensure timely delivery.
• Coordinate with suppliers regarding deliveries, invoices, documentation, and other concerns.
• Maintain accurate and updated procurement records, including supplier information, quotations, POs, and delivery documents.
• Assist in maintaining and updating the supplier database.
• Coordinate with Finance, Warehouse, Operations, Maintenance, and other departments on procurement requirements.
• Verify delivered items against approved specifications, quantities, and purchase orders.
• Assist in resolving discrepancies involving orders, deliveries, invoices, and supplier concerns.
• Ensure procurement transactions are properly documented and compliant with company policies and procedures.
• Assist in monitoring supplier performance, pricing, lead times, and service quality.
• Prepare purchasing reports and provide updates on pending and completed procurement transactions.
• Perform other purchasing and administrative duties as assigned by the Purchasing Supervisor or Procurement Manager.

Qualifications

• Bachelor’s degree in Supply Chain Management, Business Administration, Procurement, Logistics, or a related field.
• 1–2 years of experience in purchasing, procurement, supply chain, logistics, or a related role is preferred.
• Experience in oil & gas, logistics, terminal operations, construction, manufacturing, or industrial environments is an advantage.
• Knowledge of purchasing processes, including supplier canvassing, quotation evaluation, purchase orders, and vendor coordination.
• Proficient in Microsoft Office, particularly Excel and Word.
• Experience with SAP or other ERP/procurement systems is an advantage.
• Strong organizational, coordination, and documentation skills.
• Good communication and negotiation skills.
• Strong attention to detail and ability to manage multiple procurement requests.
• Ability to work effectively with internal teams and external suppliers.
• Willingness to work in a fast-paced operational environment.