PURCHASING ASSISTANT

Key Responsibilities

1. Purchase Order (PO) Processing

• Receive and review purchase requisitions from the Warehouse and Sales Departments.
• Determine the required order quantities based on stock requirements and obtain Director’s approval before proceeding with purchases.
• Prepare and issue Purchase Orders (POs) through the OBM system.
• Distribute copies of approved purchase requisitions and Purchase Orders without pricing details to the Warehouse Department for receiving and stock arrangement purposes.
• Create new item codes for locally purchased products in the OBM system.

2. Order Monitoring and Supplier Coordination

• Monitor purchase orders and follow up with suppliers to ensure timely delivery of goods.
• Update the estimated time of arrival (ETA) of incoming stock in the Warehouse and Sales WhatsApp groups or other designated communication channels.
• Follow up with suppliers on outstanding invoices, delivery orders and pending deliveries.
• Coordinate with suppliers and the Warehouse Department to resolve delivery discrepancies, shortages or damaged goods.
• Arrange transportation for stock collection and delivery of samples to suppliers when required.

3. Documentation and Invoice Verification

• Match Delivery Orders (DOs), supplier invoices and Purchase Orders to ensure accuracy and completeness for payment processing.
• Process purchase invoices and manage supplier warranty claims, including warranty-out and warranty-in transactions through the OBM system.
• Ensure all purchasing documents are properly maintained and filed for record-keeping and audit purposes.

4. Cost Control and Price Management

• Update the latest purchase prices and standard costs in the OBM system.
• Conduct cost validation to ensure purchasing costs are accurate and reasonable.
• Negotiate with suppliers on purchase prices and cost changes to obtain competitive pricing and favourable purchasing terms.
• Obtain Director’s approval for revised selling prices and communicate the approved prices to the Sales Department.
• Monitor supplier price changes and report significant cost variations to the relevant management personnel.

5. General Purchasing and Administrative Support

• Maintain good working relationships with suppliers and internal departments.
• Assist in sourcing new suppliers and obtaining quotations when necessary.
• Maintain accurate purchasing records and update order status reports.
• Perform other ad hoc assignments and general operational duties as assigned by the superior

Requirements

• Minimum SPM or Diploma in Purchasing, Supply Chain Management, Business Administration or a related field.
• At least 1–2 years of working experience in purchasing, procurement or a related administrative role.
• Candidates with prior experience using the OBM system will have an added advantage.
• Proficient in Microsoft Excel, Word and other basic office applications.
• Good communication, negotiation and coordination skills.
• Detail-oriented, organised and able to manage multiple tasks efficiently.
• Able to work independently and collaborate effectively with other departments.
• Responsible, proactive and willing to learn.

Pay: RM2,000.00 - RM3,000.00 per month

Benefits:

• Free parking

Work Location: In person