Purchasing Clerk

Job Summary

The Purchasing Clerk is responsible for providing administrative and operational support to the Purchasing Department by processing purchase requests, preparing purchase orders, coordinating with suppliers, monitoring delivery schedules, maintaining purchasing records, and ensuring the timely procurement of materials, supplies, and services required for the Company's operations. The position also ensures compliance with Company purchasing policies and procedures while maintaining accurate documentation and inventory-related records.

Duties and Responsibilities

• Receive, review, and process Purchase Requisitions (PR) from various departments.
• Prepare and issue Purchase Orders (PO) to approved suppliers.
• Coordinate with suppliers regarding quotations, product availability, pricing, and delivery schedules.
• Follow up outstanding purchase orders to ensure on-time delivery.
• Verify the accuracy of supplier quotations, invoices, and supporting documents.
• Maintain updated records of purchase orders, supplier quotations, contracts, and procurement files.
• Monitor pending orders and provide status updates to requesting departments.
• Coordinate with the Warehouse Department to ensure received items match purchase orders.
• Assist in resolving delivery discrepancies, shortages, damaged items, or supplier concerns.
• Maintain an updated supplier database and accreditation records.
• Request quotations from multiple suppliers when necessary to obtain competitive pricing.
• Ensure all procurement transactions comply with Company policies and purchasing procedures.
• Prepare purchasing reports and other documents as required by Management.
• Assist during supplier evaluations and procurement audits.
• Perform filing, documentation, and other clerical duties related to procurement activities.
• Maintain confidentiality of purchasing information, supplier pricing, and Company procurement data.
• Perform other duties that may be assigned by the Purchasing Supervisor or Management.

Qualifications

• Bachelor's degree in Business Administration, Supply Chain Management, Logistics, Industrial Engineering, or any related field.
• At least one (1) year of experience in Purchasing, Procurement, or Administrative support is an advantage.
• Fresh graduates are encouraged to apply.
• Proficient in Microsoft Office applications, particularly Excel and Word.
• Experience using ERP or purchasing systems is an advantage.
• Strong organizational and documentation skills.
• Good communication and interpersonal skills.
• Ability to work under pressure and meet deadlines.
• Detail-oriented with strong analytical and problem-solving abilities.
• High level of integrity and professionalism.
• Willing to work extended hours when necessary.

Knowledge, Skills, and Abilities

• Knowledge of purchasing and procurement processes.
• Basic understanding of inventory and warehouse operations.
• Strong negotiation and coordination skills.
• Excellent record-keeping and documentation abilities.
• Good mathematical and analytical skills.
• Ability to prioritize multiple tasks effectively.
• Strong verbal and written communication skills.
• Ability to maintain confidentiality of Company and supplier information.
• Team player with a customer-service-oriented mindset.

Working Conditions

• Office-based with regular coordination with Warehouse and other departments.
• May require visits to suppliers or attendance at meetings when necessary.
• May be required to work overtime during peak operational periods or urgent procurement activities.

Authority

• Process approved Purchase Requisitions.
• Coordinate directly with accredited suppliers regarding approved procurement transactions.
• Recommend alternative suppliers or products subject to Management approval.
• Request quotations and procurement-related documents from suppliers.
• Escalate procurement issues, delays, and supplier concerns to the Purchasing Supervisor or Manager.