Purchasing Clerk

PURCHASING RESPONSIBILITIES

1.     Receive, review, and process Purchase Requisitions (PRs) from various departments in accordance with the Company's procurement policies and procedures.

2.     Prepare, issue, manage, and monitor Purchase Orders (POs), ensuring accuracy, completeness, and timely processing.

3.     Source, evaluate, negotiate, and liaise with suppliers and vendors to obtain competitive pricing, quality products, suitable terms, and timely delivery.

4.     Maintain good relationships with suppliers and service providers while ensuring effective communication and supplier performance.

5.     Coordinate with internal departments regarding purchasing requirements, product specifications, delivery schedules, and operational needs.

6.     Monitor inventory levels and ensure adequate stock availability to support daily operations and business requirements.

7.     Conduct monthly stock takes and assist in stock reconciliation to ensure inventory records are accurate and updated.

8.     Verify and reconcile Purchase Orders, Delivery Orders, supplier invoices, and related supporting documents to ensure accuracy and resolve any discrepancies promptly.

9.     Ensure all procurement activities comply with the Company's purchasing policies, procedures, approval processes, and internal controls.

10.   Maintain accurate records of purchases, quotations, supplier information, contracts, invoices, delivery documents, and other procurement-related documentation.

ADMINISTRATIVE RESPONSIBILITIES

1.     Perform general administrative duties to support the daily operations of the Company.

2.     Maintain proper filing systems and organised documentation for purchase requisitions, purchase orders, quotations, supplier records, contracts, invoices, reports, and other related documents.

3.     Update purchasing records, supplier databases, and inventory information in the Company's system accurately and promptly, including records for Head Office (HQ) and outlets.

4.     Perform data entry and ensure all purchasing and administrative records are complete, accurate, and properly maintained.

5.     Prepare business correspondence, procurement reports, cost analyses, purchasing summaries, and other administrative documents as required by Management.

6.     Assist in document management, filing, record tracking, and other administrative activities to ensure smooth operations.

GENERAL RESPONSIBILITIES

1.     Maintain strict confidentiality of all Company purchasing information, supplier data, pricing details, contracts, and business records.

2.     Ensure accuracy and integrity of all purchasing and administrative records.

3.     Recommend and assist in implementing improvements to purchasing and administrative procedures to enhance operational efficiency.

4.     Work closely with Management and other departments to support the Company's operational requirements and business objectives.

5.     Provide support and cooperation during internal reviews, audits, stock checks, and procurement-related activities when required.

6.     Perform any other purchasing, administrative, or related duties and responsibilities as may be assigned by the Company or Management from time to time.