Purchasing Assistant

Job Summary The Purchasing Assistant supports purchasing activities, including purchase order processing, supplier coordination, and documentation. The role also provides administrative and basic accounts-related support within the Operations function, while assisting in shipment coordination and ensuring compliance with ISO requirements. Key Responsibilities Purchasing & Order Processing Assist in preparing and issuing Purchase Requisitions (PR) Prepare and issue Purchase Orders (POs) accurately and timely Obtain and compare supplier quotations Liaise with suppliers on pricing, availability, and delivery status Follow up on order fulfilment to ensure timely delivery Supplier Coordination Maintain good communication with local and overseas suppliers Address issues related to pricing discrepancies or delays Assist in sourcing alternative suppliers when required Shipping Coordination Assist in coordinating shipments (courier, air, and sea) Liaise with forwarders and logistics providers on shipment arrangements Follow up on delivery status and ensure timely arrival of goods Supplier Performance& Compliance (ISO) Maintain vendor assessment records in accordance with ISO requirements Track and update supplier delivery performance (e.g. on-time delivery, lead time adherence) Maintain proper records of supplier performance and highlight issues or trends Support periodic supplier evaluation and ensure audit-ready documentation Documentation & Accounts Support Verify supplier invoices against purchase orders and delivery documents Ensure proper documentation and filing of POs, invoices, and delivery orders Support Accounts in verifying purchase-related transactions and resolving discrepancies Assist in providing purchase documentation for accounting and audit purposes Admin & Data Management Update purchasing data in ERP system and Excel records Maintain organized records for audit and compliance purposes Assist in preparing basic purchasing reports Provide general administrative support within the Operations function Other Duties Perform ad-hoc tasks as assigned by the Finance & Operation Manager. Requirements Higher Nitec / Nitec / Diploma in Business Administration, Accounting, or related field, or equivalent work experience 1–3 years of experience in purchasing, admin, or related support role Basic understanding of purchasing processes and documentation flow Proficient in Microsoft Excel and MS Office Experience with ERP systems (e.g. Exchequer) is an advantage Detail-oriented, organized, and able to multitask Good communication and coordination skills