Purchasing Assistant

The Advertiser

Purchasing Assistant

The Advertiser

Position Level: Entry Level


Job Nature: Permanent

  • Manage Purchase Orders: -

Completing and maintaining purchase orders for goods. Must work closely with specific departments to gather and submit orders or work across the entire organization. At the time of request, must submit these orders for final approval from the department manager.

  • Associate shipments and ensure arrival of all goods within required timeframe and coordinate with product development team to establish all transportation costs and evaluate all product selection.
  • Monitoring stock levels and identifying purchasing needs.
  • Providing the right stock in the right quantities at the right time to support the Operations team.
  • Establish inventory targets, and maintain re-order points
  • Follow up with suppliers, as needed, to confirm or change orders.
  • Ensure order confirmations match POs on an order by order basis and communicate any discrepancies to the team as they occur.
  • Maintain Purchase Records: -

Maintain detailed paper or computerized records of purchases, including quantities ordered and received, shipping information, and costs associated with the purchase.  Must be able to compile and submit these records to the accounting department to support financial management and reporting when necessary.

  • Oversee Shipping Schedules: -

Check the deliveries against purchase orders to ensure that all goods have arrived intact and in the ordered quantity. Contact suppliers / forwarders to follow up on late or missing shipments or to report damaged goods.

  • Collaborate with warehouse staff and freight forwarders and administer appropriate movement of all goods and supervise all freight flow and ensure clearance and delivery of all imported goods.
  • Liaise with warehouse staff to ensure all products arrive in good condition.
  • Observe the movement of imported goods and other goods in the warehouse and prepare a report on a weekly basis.
  • Maintain updated records of invoices and contracts.
  • Prepare usage and forecast analyses.
  • Prepare weekly and monthly menu order rate reports.
  • Perform other duties as assigned.

Professional Skills:

  • Basic knowledge of purchasing functions and organizational skills.
  • Proficient in MS Office (especially Excel).
  • Basic understanding of administration and vendor relationships.

Salary: -

  • From $2200 (diploma holder and no experience can consider).

Education and Experience: -

  • Diploma
  • Entry level or 1-year experience in the same field
  • Experience on handling imports preferred

Other Skills:

Clerical skills – prepare orders, compile reports, and maintain computerized and physical records of purchases.

Mathematics – should ensure that cost calculations are correct and that purchase orders and inventory counts are accurate.

Client service – must be ready to work across departments, interact with vendors and managers, and complete orders and maintain records in collaboration with purchasing managers.

Communication skills – should possess effective verbal and written communication skills and be able to speak on the phone and write emails to suppliers, shipping companies, and internal personnel.

Attitude and Commitment – Have a good attitude at all times and be committed at work.