Purchasing Assistant

Description

The Purchasing and Inventory Staff is responsible for assisting in the procurement of materials, supplies, and services required for company operations and projects. The role also ensures accurate monitoring of inventory levels, proper documentation of deliveries, and general administrative support to maintain efficient office and site operations.

Key Responsibilities:

Purchasing Functions

• Assist in sourcing, canvassing, and evaluating suppliers based on price, quality, and delivery terms.
• Prepare and process Purchase Requests (PRs), Purchase Orders (POs), and related procurement documents.
• Coordinate with suppliers and ensure timely delivery of materials and supplies.
• Maintain updated records of supplier quotations and price comparisons.
• Monitor pending orders and follow up deliveries to meet project timelines.
• Support cost control initiatives and assist in negotiating favorable purchase terms.

Inventory and Logistics Functions

• Maintain accurate and up-to-date inventory records of materials, tools, and office supplies.
• Conduct regular inventory checking, reconciliation, and stock level monitoring.
• Ensure proper labeling, storage, and issuance of materials to authorized personnel.
• Prepare and submit inventory and material consumption reports to the department head.
• Coordinate with warehouse or site personnel on deliveries and stock transfers.

Administrative Support

• Provide general clerical and administrative assistance to the office or project site.
• Handle filing, documentation, and encoding of reports related to purchasing and inventory.
• Assist in preparing petty cash requests, liquidations, and expense summaries.
• Support HR or Admin functions as assigned (e.g., attendance monitoring, office supplies control, coordination with service providers).
• Maintain organized records and ensure confidentiality of company documents.

Qualifications:

• Bachelor’s Degree in Business Administration, Office Administration, Supply Chain, or any related field.
• With 1–2 years of relevant experience in purchasing, inventory management, or administrative work.
• Knowledge of basic procurement procedures and inventory systems is an advantage.
• Proficient in MS Office (Word, Excel, Outlook); familiarity with Google Sheets or inventory software preferred.
• Strong attention to detail, organization skills, and ability to multitask.
• Good communication and negotiation skills.
• Trustworthy, proactive, and capable of working with minimal supervision.