Purchasing Assistant

Full job description

Assist in the day-to-day purchasing process by sourcing suppliers, requesting and comparing quotations, and supporting the purchasing team to ensure the timely and cost-effective purchasing of goods and services. Responsible for preparing purchase orders, maintaining accurate records, and coordinating with suppliers and internal departments to meet production and operational needs.

Purchase Order Management

• Prepare and issue Purchase Orders (POs) based on approved requests.
• Ensure accuracy of order details including item description, quantity, price, and delivery terms.
• Update and track order status, delivery timelines, and receipt of goods in the ERP system.
• Coordinate with the Accounts Department by providing complete PO and delivery documentation for payment processing.

Communication & Coordination

• Work closely with Production, Accounts, and Store departments to understand and fulfill purchasing needs.
• Communicate with suppliers to confirm orders, follow up on deliveries, and resolve any discrepancies or delays.
• Support the Purchasing Executive in resolving any supplier-related issues or conflicts.

Inventory & Documentation

• Monitor inventory levels and inform the team of low-stock or urgent purchase needs.
• Maintain organized records of all purchasing transactions, quotations, and supplier communications.
• Assist in preparing basic purchasing reports and summaries when required.

Vendor Support & Relationship Management

• Keep updated records of supplier contact details and product catalogues.
• Assist in building and maintaining good working relationships with vendors.
• Help in gathering and comparing quotations for supplier evaluation.

Other Duties

• Ensure all purchasing activities follow company policies and procedures.
• Assist in internal or external audit preparation by retrieving required purchasing records.