Purchasing Assistant

Purchasing Assistant supports the procurement function by processing purchase orders, maintaining supplier records, tracking deliveries, and ensuring the timely acquisition of goods and services. This role plays a key part in maintaining smooth supply chain operations while ensuring cost efficiency and compliance with company policies.

Key Responsibilities

1. Purchase Order Management   

Prepare and issue purchase orders in accordance with company procedures.   

Verify purchase requisitions and ensure proper approvals are obtained.   

Monitor order status and follow up with suppliers to ensure timely delivery.

2. Supplier Coordination     

Communicate with vendors regarding pricing, availability, and delivery schedules.   

Maintain accurate supplier information and documentation.      

Assist in obtaining quotations and comparing pricing options.

3. Inventory & Documentation 

Coordinate with warehouse and inventory teams to track stock levels.      

Ensure accurate filing of procurement documents and contracts.      

Assist in resolving discrepancies related to invoices, deliveries, or pricing.

4. Administrative Support       

Prepare procurement reports and maintain purchasing records.      

Support the Purchasing Manager in vendor negotiations and cost analysis.     

Ensure compliance with procurement policies and procedures.

Qualifications

Education       

Diploma or Bachelor’s degree in Business Administration, Supply Chain, Procurement, or related field.

Experience

1–3 years of experience in purchasing, procurement, or administrative support role preferred.   

Experience working with ERP systems is an advantage.

Skills & Competencies 

• Strong organizational and time-management skills.   
• Attention to detail and accuracy.    
• Good negotiation and communication skills.    
• Basic understanding of procurement and supply chain processes.
• Proficiency in Microsoft Office (especially Excel).
• Ability to work independently and as part of a team.

Working Conditions

Office-based role with occasional coordination with warehouse or suppliers.     

May require multitasking and meeting tight deadlines.