Purchasing Assistant

About the role

This role provides purchasing and procurement support, including receiving and reviewing purchase requests, assisting in supplier canvassing and quotation preparation, coordinating deliveries and inventory, maintaining purchasing documentation, and liaising with suppliers and internal departments.

Key responsibilities

• Receive and review Purchase Requests (PRs) from different departments and project sites for completeness and accuracy
• Assist in canvassing prices and obtaining quotations from accredited and prospective suppliers
• Prepare comparative quotations to support supplier selection based on price, quality, availability, and delivery lead time
• Prepare Purchase Orders (POs) and other purchasing documents for approval
• Coordinate with suppliers regarding product specifications, pricing, availability, payment terms, and delivery schedules
• Monitor the delivery of purchased materials, supplies, and equipment to designated project sites or company facilities
• Coordinate with Warehouse, Operations, and requesting departments to confirm the quantity and condition of delivered items
• Maintain organized files of purchase requests, quotations, comparative statements, purchase orders, delivery receipts, and supplier documents
• Encode and update purchasing transactions in the company's monitoring system or spreadsheets
• Maintain professional communication and good working relationships with suppliers and internal departments

About you

• Ability to follow up on pending purchase requests, purchase orders, and urgent material requirements
• Ability to ensure that all purchases are properly approved and comply with company purchasing policies
• Ability to report delayed, incomplete, incorrect, or damaged deliveries
• Ability to assist in monitoring stock levels and identifying materials that require replenishment
• Ability to verify the completeness and accuracy of supporting documents before forwarding them for payment processing
• Ability to assist in preparing periodic purchasing reports, supplier monitoring reports, and other reports required by management
• Ability to report discrepancies, unusual price increases, supplier issues, or potential procurement risks