Purchasing Assistant

Procurement Support: 1. Assist the purchasing team with sourcing and purchasing goods, materials, and services. 2. Help prepare and maintain records of purchase orders, invoices, and supplier correspondence. 3. Coordinate with suppliers to confirm product availability, lead times, and pricing. Supplier Management: 1. Maintain an updated list of approved suppliers and ensure their contact details are accurate. 2. Assist in the negotiation of prices and terms with suppliers, in consultation with the Purchasing Manager. 3. Communicate with suppliers to follow up on orders, resolve issues, and track order progress. Inventory Management: 1. Help monitor inventory levels to ensure adequate stock of required materials. 2. Assist in conducting regular stock checks and inventory audits. 3. Identify and report low stock levels and potential supply chain issues to the Purchasing Manager. Order Processing: 1. Prepare and process purchase orders accurately and in a timely manner. 2. Ensure that purchase orders are properly recorded and tracked in the company’s systems. 3. Monitor order delivery status and notify relevant departments of expected delivery dates. Documentation & Record Keeping: 1. Maintain accurate records of all procurement activities and keep organized files for future reference. 2. Ensure all purchase orders and supporting documents are properly filed and stored. 3. Assist in managing and updating supplier contracts and agreements. Invoice & Payment Processing: 1. Verify and cross-check supplier invoices against purchase orders for accuracy. 2. Coordinate with the accounts payable team to ensure timely payment to suppliers. Reporting & Analysis: 1. Assist in generating purchasing reports and analyzing purchasing trends. 2. Support the purchasing team in evaluating supplier performance and identifying cost-saving opportunities. Compliance: 1. Ensure all purchasing activities comply with company policies, procedures, and applicable regulations. 2. Help maintain an accurate database of all procurement-related records for auditing purposes.