Elentec Malaysia Hiring! Full Time PURCHASING ASSISTANT - EXECUTIVE in Selangor, Earn up to MYR 3,300 - Ricebowl

PURCHASING ASSISTANT – JOB DESCRIPTION

Job Title: Purchasing Assistant / Executive
Department: Purchasing / Procurement
Reports To: Purchasing Manager
Employment Type: Full-Time

1. Job Purpose

To assist the Purchasing Department in managing daily purchasing activities, including supplier communication, quotation sourcing, purchase order processing, delivery follow-up, purchasing documentation, and coordination with internal departments to ensure materials, goods, and services are purchased and delivered on time.

2. Key Responsibilities

A. Purchase Requisition

• Receive and review Purchase Requisitions (PR) from relevant departments.
• Verify item descriptions, specifications, quantities, required delivery dates, and supporting information.
• Clarify incomplete or unclear purchasing requirements with the requesting department.
• Process approved purchase requests according to company procedures.

B. Supplier Sourcing

• Source suitable suppliers for required materials, goods, equipment, and services.
• Request quotations from existing and potential suppliers.
• Compare supplier quotations based on price, quality, lead time, payment terms, and other purchasing requirements.
• Maintain an updated supplier and quotation database.
• Assist in identifying alternative suppliers when required.

C. Purchase Order Processing

• Prepare Purchase Orders (PO) based on approved purchasing requirements.
• Ensure PO information is accurate, including item description, quantity, price, delivery date, payment terms, and supplier details.
• Submit PO for the required approval before issuing to suppliers.
• Send approved PO to suppliers and obtain confirmation.
• Maintain proper PO records and filing.

D. Supplier Communication

• Communicate with suppliers regarding quotations, orders, delivery schedules, specifications, and payment-related matters.
• Follow up with suppliers on order status and delivery commitments.
• Coordinate with suppliers regarding changes, delays, shortages, or incorrect deliveries.
• Maintain professional working relationships with suppliers.

E. Delivery & Follow-Up

• Monitor outstanding purchase orders and expected delivery dates.
• Follow up regularly with suppliers to ensure timely delivery.
• Coordinate with Store/Warehouse regarding incoming materials.
• Inform relevant departments of delivery delays or changes.
• Assist in resolving delivery discrepancies such as shortages, damaged goods, or wrong items.

F. Price & Cost Control

• Maintain records of supplier prices and quotations.
• Assist in comparing prices and identifying cost-saving opportunities.
• Monitor price changes and inform the Purchasing Executive/Manager.
• Support negotiation activities with suppliers when required.
• Ensure purchases are made within approved budgets and company requirements.

G. Purchasing Documentation

• Maintain proper purchasing records, including:
• Purchase Requisition (PR)
• Request for Quotation (RFQ)
• Supplier Quotations
• Purchase Orders (PO)
• Delivery Orders (DO)
• Invoices
• Supplier documents
• Purchase comparison records
• Ensure purchasing documents are complete, accurate, and properly filed.
• Maintain records for audit and traceability purposes.

H. Invoice & Payment Coordination

• Coordinate with Finance/Accounts regarding supplier invoices.
• Verify invoice information against PO and delivery documentation.
• Assist in resolving discrepancies between PO, DO, and invoice.
• Follow up with suppliers regarding missing or incorrect documents.

I. Supplier Management

• Maintain an updated supplier database and supplier contact information.
• Assist in supplier evaluation and performance monitoring.
• Monitor supplier performance in terms of price, quality, delivery, and responsiveness.
• Assist in collecting supplier documents and certifications when required.
• Support the onboarding of new suppliers according to company procedures.

J. Inventory & Material Coordination

• Coordinate with Store, Warehouse, Production, Material Planning, and other departments regarding material requirements.
• Monitor material availability and outstanding orders.
• Assist in preventing material shortages that may affect production.
• Follow up on urgent purchasing requirements when necessary.

K. System & Data Entry

• Enter purchasing information accurately into the ERP/purchasing system.
• Update PO status, supplier information, pricing, and delivery information.
• Maintain accurate purchasing databases and records.
• Prepare purchasing reports when required.

L. Compliance & Internal Control

• Follow company purchasing procedures, approval processes, and purchasing policies.
• Ensure purchases are made only from approved suppliers where applicable.
• Maintain proper segregation of duties and purchasing authorization requirements.
• Support internal and external audits by providing purchasing records.
• Maintain confidentiality of supplier pricing and company purchasing information.

M. Other Duties

• Assist the Purchasing Executive/Manager in daily procurement activities.
• Prepare purchasing reports and summaries when required.
• Participate in supplier meetings and discussions when assigned.
• Assist with cost reduction and supplier improvement projects.
• Perform other purchasing-related duties assigned by management.

3. Required Qualifications

• Minimum Diploma in Purchasing, Procurement, Business Administration, Supply Chain Management, or related field.
• Fresh graduates may be considered.
• Previous purchasing/procurement experience is an advantage.
• Manufacturing or electronics industry experience is an advantage.
• Basic knowledge of procurement processes and purchasing documentation.

4. Required Skills & Competencies

• Good communication and negotiation skills.
• Good organizational and follow-up skills.
• Strong attention to detail.
• Good numerical and analytical skills.
• Proficient in Microsoft Office, especially Excel.
• Experience with ERP/purchasing systems is an advantage.
• Able to communicate effectively with suppliers and internal departments.
• Able to manage multiple purchasing requests simultaneously.
• Responsible, proactive, and disciplined.
• Able to work independently and as part of a team.

5. Key Performance Indicators (KPI)

• On-time purchase order processing.
• On-time material delivery.
• Purchasing accuracy.
• Supplier response and delivery performance.
• Purchase cost and cost-saving achievement.
• PO/PR documentation accuracy.
• Number of material shortages caused by purchasing delays.
• Supplier performance.
• Compliance with purchasing procedures.
• Purchasing transaction accuracy.

6. Working Environment

• Office-based position with regular coordination with Store/Warehouse, Production, Planning, Quality, Finance, and suppliers.
• May occasionally be required to visit suppliers or warehouse areas.
• Required to maintain confidentiality of company and supplier information.

Pay: RM2,200.00 - RM3,300.00 per month

Benefits:

• Company car
• Meal allowance
• Opportunities for promotion

Work Location: In person