Purchasing Assistant

Full job description

1.Process and execute daily purchasing transactions accurately and in a timely manner. 2.Ensure all Requisition Notes (RN) and Purchase Orders (PO) are properly issued, approved, and monitored.

3.Prepare weekly purchasing plans based on production requirements and stock levels. 4.Monitor outstanding POs to prevent delays, over-ordering, or shortages.

5.Maintain accurate and up-to-date purchasing records, supplier lists, and quotation files. 6.Update purchasing information in the inventory/ERP system (item codes, price revisions, supplier details).

7.Request and compare quotations; negotiate pricing, lead time, and payment terms. 8.Monitor supplier and subcontractor performance in terms of quality, cost, and delivery. 9.Support supplier evaluation and development activities in accordance with QMS requirements.

10.Prepare periodic purchasing, raw material, and cost reports for Management review. 11.Coordinate with Store to verify stock levels before issuing purchase orders.

12.Match Delivery Orders (DO) and invoices against PO and RN upon goods receipt. 13.Verify supplier invoices before submission to Accounts for payment processing. 14.Ensure all incoming raw materials are accompanied by required certificates and forward to QA for verification.

15.Participate in stock take and audit activities to ensure inventory accuracy.

16.Maintain proper documentation control, filing, and record retention in compliance with QMS standards.

17.Ensure purchasing activities comply with Company SOPs and ISO/IATF requirements. 18.Safeguard confidential company and supplier information.

19.Support departmental KPIs and continuous improvement initiatives.

20.Perform other duties as assigned by the superior or Management.

Minimum Requirements

1.SPM and above, with at least 1–2 years of purchasing or administrative experience.

2.Able to communicate in Malay and English.

3.Basic knowledge of ISO 9001 and IATF 16949 is an added advantage.

4.Familiar with inventory or billing systems (e.g., UBS or ERP) is an added advantage.

5.Computer literate (Microsoft Excel, Word).

6.Polite, responsible, detail-oriented, willing to learn, and able to maintain confidentiality.