Purchasing Assistant

Duties & Responsibilities

• Create and issue Purchase Orders (POs) on approved requisitions from the production or warehouse requirements.
• Once approve send POs to the correct vendor contacts via email, fax, or vendor portals.
• Maintained, organized and up-to-date log of all issued POs for tracking purposes.
• Proactively contact vendors after PO issuance to confirm order acceptance and precise delivery dates (ETAs).
• Serve as the key communication link : Update the Production Planning and Warehouse teams on confirmed delivery schedules and any changes.
• Provide timely warnings of any potential delays that could impact production schedules.
• Coordinate with the Warehouse team to confirm the physical receipt of goods.
• Upon successful delivery, gather all supporting documents, including the Purchase Order (PO), Delivery Order (DO), and Invoice (INV).
• Verify and match Purchase Order (PO), Delivery Order (DO), and Invoice (INV). Once done, issue the received goods notes (GRN) prior to the submission of the documents to Accounts Payable / Finance department for further processing.
• Monitor open orders and track deliveries status against confirmed dates.
• Proactively contact vendors to chase and expedite orders that are late or at risk of missing the required delivery date.
• Clearly communicate the urgency and potential impact on production to ensure vendor prioritization.
• Address any discrepancies upon goods receipt (e.g., wrong items, damaged goods, quantity shortages).
• Liaise with the supplier to arrange for replacements, returns, or repairs as necessary.
• If a replacement is not possible, initiate and diligently chase the issuance of a Credit Note from the vendor to correct the financial record.
• Process new orders for missing or incorrect items to fulfil the original requirement.
• Take note of materials with long lead times and monitor goods that are approaching their expiration date. Work closely with the Warehouse and QA teams on this.
• If a product is going to expire, promptly inform your superior and, if possible, request an extension of the products shelf life from the supplier in coordination with the QA team.
• Pay close attention to the usage rate of chemicals and Personal Protective Equipment (PPE). Report any instances of excessive or unexpected usage to your superior.
• For all samples sent to the R&D department, always send a follow-up email to confirm they have been received and to track and record the evaluation results.

Requirements

Job Types : Full-time, Permanent

Pay : RM1, RM2,200.00 per month

Benefits :

Work Location : In person