Job Description

PR Daily print BME at 9am & 2pm (twice time per day) - Daily task Checking all details in the PR (account code, supplier, price, description, delivery date, currency & etc) Review and print quotation needed as per policy Sorting PR for price comparison exercise / purchase analysis PR which is no need for sourcing (OEM/Repeat order/Fabrigation/agreement) to be submitted to VP Procurement for approval (workflow) Rechecking PR pending in system (Workflow) once a week To print one PR take around 1 minute (Workflow System) SOURCING Sourcing - To email the detail of the product, specification for RFQ to related supplier for each PR - To email minimum 3 suppliers depend on the PR value. Follow up - To follow up with supplier by call for sourcing. each PR - To follow up with end user for product details, full specification (model, part no, brand) Quotation - Request quotation for office supply (Stationeries/Rubber Stamp and request artwork/office - Furniture/business Card and request artwork/cartridge/tonner/printer ink) - Once receive quotation, tabulate, scan & email to user to verify on the specification - User to email on the verification result. - Price negotiation to be done - Once verified, attach with the PR and submit for approval before raise PO. - To source all core, non-core materials and services for the best price, quality and terms. PO To check all details (account code, supplier, price, description, deliver date, currency & etc) Submit for approval by workflow system. Once approved. Workflow for generate the PO no. Convert to PO in M3 system, key in all the PR detail in M3 system and save. M3 will forward the PO to email. To email PO to the supplier & copy to user as well To monitor acknowledgement PO by supplier. To call if required / urgent PO To monitor and follow up delivery PR convert to PO, timeline 1 to 3 working days. To ensure all PO to be done on time (1-3 working days) To ensure all requirements of end user Cancellation & Amend PO once requested by user Follow up acknowledge received PO from supplier before filling PO Follow up delivery, DO & Invoice, photos (for signages) to ensure timely delivery of all goods and services Follow up urgent payment (Ori Invoice) GRN/INVOICE BATCHING Received Invoice from Book Log by user and check all invoice receiving. Checked all documents must be tally and completed. (Invoice, delivery order & PO) all details in the documents are tally and must be correct (price, amount, description, quantity, payment term) To raise /issue GRN, save & print out compile all related documents (original invoice, original delivery order & GRN) To submit to Account dept for payment to issue GRN to take around 5 minutes. Provided all the documents is tally & completed. To complete invoice batching on a daily task. Follow up invoice from supplier and user by mail or phone called NEW SUPPLIER ASSESSMENT To ensure all new supplier assessment coming with Purchase Requisition (PR) To email to supplier new supplier assessment form (rev 12) & requesting all related documents required including SST declaration. To email new supplier assessment form (rev.12-page 3&4) to end user - introducer. Follow up pending receiving document assessment form from supplier by email or phone called Once all the above document completed, seeking approval from Purchasing Manager/VP Finance. Once approved. Submitted to finance for registration in M3 system LIAISING WITH SUPPLIER Payment monitoring Payment outstanding - to resolve payment related issues with suppliers To liaise with supplier and user for sourcing, product details, specification, new registration, price negotiation REPORT Cost saving PO accrual for end of every month Received accrual report EBSB & ESB from AP for checking balance of payment Other report that require by Purchasing Manager FAX To check and action on each fax that related to purchasing issues To delete in fax folder on daily basis. FILING All PR / PO Cancellation & Amend PO PICK UP PHONE To pick up within 3 ringing To pick up other extension line REQUIREMENTS (Education, Years of Experience, Skills, Etc) Minimum Diploma / STPM Minimum of 1-2 years of experience in procurement, admin in a similar industry and familiar with purchasing process is preferred. administrative and clerical experience, prefer related buying, procurement or purchasing experience Fluent in spoken and written English & BM Process internal requisitions for PO creation Ensure high quality work output and accuracy A self-starter, able to think creatively and independently knowledge of systems, ability to create queries and ad-hoc reporting Strong customer service / problem resolution background Knowledge in Office Package Logical thinking and detail-oriented with integrity and reliability Good interpersonal communications Ability to prioritize and organize job tasks and requirements Ability to communicate effectively with users & vendors Must be highly motivated with the ability to work efficiently as a team member Accurate and timely completion of tasks Demonstrates initiative and advanced interpersonal skills in team problem solving situations and relationship building Ability to complete tasks with limited direct supervision and oversight Well-organized, good planning, self-motivation and positive work attitude Working knowledge of various computer software programs (MS Office, Systems, Management software)

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