PURCHASING STAFF

Duties and Responsibilities

1. Procurement and Purchasing

   • Receive and review Material Requests, Purchase Requests, and other procurement requirements.
   • Source and canvass materials, equipment, tools, and services from qualified suppliers.
   • Request and compare quotations from different suppliers.
   • Negotiate prices, payment terms, delivery schedules, and other commercial conditions.
   • Prepare Purchase Orders (PO) and ensure proper approval before placing orders.
   • Monitor purchase orders from order placement until delivery.

2. Supplier Management

   • Identify and develop relationships with reliable suppliers and subcontractors.
   • Maintain an updated supplier database and contact information.
   • Evaluate suppliers based on price, quality, availability, delivery performance, and reliability.
   • Coordinate with suppliers regarding quotations, availability, delivery, and payment concerns.
   • Address and resolve issues involving incorrect, damaged, or delayed deliveries.

3. Project Procurement

   • Coordinate with Project In-Charge, Engineering, Warehouse, and other departments regarding project material requirements.
   • Ensure that materials are purchased according to approved specifications, BOQ, and project requirements.
   • Monitor urgent and critical materials needed for ongoing projects.
   • Ensure materials are delivered to the correct project site and within the required schedule.

4. Documentation and Records

   • Maintain complete records of quotations, canvass sheets, purchase orders, delivery receipts, invoices, and other procurement documents.
   • Ensure proper filing and documentation of all purchasing transactions.
   • Prepare purchasing reports and procurement monitoring updates.
   • Monitor pending Purchase Orders and outstanding deliveries.
   • Coordinate with Accounting regarding invoices, payment requirements, and supplier documents.

5. Cost Control

   • Obtain competitive prices and recommend cost-effective suppliers.
   • Compare supplier quotations and identify opportunities for cost savings.
   • Monitor price changes of commonly purchased construction materials.
   • Ensure purchases are within the approved budget and authorized requirements.

6. Coordination

   • Coordinate closely with Engineering, Project Management, Warehouse, Accounting, and Administration.
   • Provide updates regarding the status of requested materials and deliveries.
   • Immediately report delays, price increases, unavailable materials, or other procurement concerns to the immediate supervisor.