Purchasing Assistant

Job Description & Requirements

Job Summary

The Purchasing Assistant supports purchasing activities, including purchase order processing, supplier coordination, and documentation. The role also provides administrative and basic accounts-related support within the Operations function, while assisting in shipment coordination and ensuring compliance with ISO requirements.

Key Responsibilities

Purchasing & Order Processing

• Assist in preparing and issuing Purchase Requisitions (PR)
• Prepare and issue Purchase Orders (POs) accurately and timely
• Obtain and compare supplier quotations
• Liaise with suppliers on pricing, availability, and delivery status
• Follow up on order fulfilment to ensure timely delivery

Supplier Coordination

• Maintain good communication with local and overseas suppliers
• Address issues related to pricing discrepancies or delays
• Assist in sourcing alternative suppliers when required

Shipping Coordination

• Assist in coordinating shipments (courier, air, and sea)
• Liaise with forwarders and logistics providers on shipment arrangements
• Follow up on delivery status and ensure timely arrival of goods

Supplier Performance& Compliance (ISO)

• Maintain vendor assessment records in accordance with ISO requirements
• Track and update supplier delivery performance (e.g. on-time delivery, lead time adherence)
• Maintain proper records of supplier performance and highlight issues or trends
• Support periodic supplier evaluation and ensure audit-ready documentation

Documentation & Accounts Support

• Verify supplier invoices against purchase orders and delivery documents
• Ensure proper documentation and filing of POs, invoices, and delivery orders
• Support Accounts in verifying purchase-related transactions and resolving discrepancies
• Assist in providing purchase documentation for accounting and audit purposes

Admin & Data Management

• Update purchasing data in ERP system and Excel records
• Maintain organized records for audit and compliance purposes
• Assist in preparing basic purchasing reports
• Provide general administrative support within the Operations function

Other Duties

• Perform ad-hoc tasks as assigned by the Finance & Operation Manager.

Requirements

• Higher Nitec / Nitec / Diploma in Business Administration, Accounting, or related field, or equivalent work experience
• 1–3 years of experience in purchasing, admin, or related support role
• Basic understanding of purchasing processes and documentation flow
• Proficient in Microsoft Excel and MS Office
• Experience with ERP systems (e.g. Exchequer) is an advantage
• Detail-oriented, organized, and able to multitask
• Good communication and coordination skills