Job Description

PURCHASING ASSISTANT

POSITION SUMMARY:

The Purchasing Assistant is responsible for providing administrative and operational support in the procurement process to ensure timely sourcing, ordering, and delivery of materials, equipment, and services for the company's ongoing projects. This role involves assisting in supplier coordination, purchase order preparation, price comparison, and documentation control while ensuring all procurement activities comply with company policies and quality standards. The Purchasing Assistant plays a key role in maintaining smooth supply chain operations and supporting the Procurement / Purchasing Executive or Manager in daily purchasing functions.

RESPONSIBILITIES

Procurement Support & Coordination

Assist in the preparation of purchase requisitions, purchase orders (POs), and quotation requests. Source, compare, and evaluate supplier quotations to ensure best value, quality, and delivery terms. Follow up with suppliers and vendors on order confirmation, delivery schedules, and outstanding items. Coordinate with project sites, storekeepers, and internal departments to ensure material needs are met on time.

Supplier Management

Maintain and update the approved supplier database and ensure supplier performance records are up to date. Communicate effectively with suppliers regarding specifications, pricing, and delivery requirements. Support the evaluation of supplier reliability, product quality, and compliance with company requirements.

Documentation & Record Keeping

Ensure all purchase-related documents (quotations, POs, delivery orders, invoices) are properly filed and recorded. Assist in tracking material deliveries and updating purchase records in the system. Prepare periodic procurement status reports for review by the Purchasing Executive or Manager. Support internal and external audit processes by maintaining accurate procurement documentation.

Administrative Support

Coordinate with the accounts department on invoice verification and payment processing. Handle correspondence and communication related to purchasing activities. Assist in monitoring material inventory levels and reordering as needed. Support the team in maintaining compliance with the company's QHS Management System and other relevant procedures.
REQUIREMENTS

Diploma or Certificate in Business Administration, Procurement, Supply Chain Management, or related field. Minimum 1-3 years of relevant working experience in purchasing or administrative support, preferably within the construction or engineering industry. Basic understanding of procurement procedures, materials, and supplier coordination. Proficient in Microsoft Office (Excel, Word, Outlook) and comfortable with computerized purchasing systems. Detail-oriented, organized, and able to manage multiple tasks within deadlines. Strong communication and negotiation skills with a proactive approach. Able to work independently with minimal supervision and as part of a team. Reliable, responsible, and committed to maintaining confidentiality and integrity in procurement activities.
Job Type: Permanent

Pay: RM2,000.00 - RM3,000.00 per month

Benefits:

Dental insurance Health insurance Maternity leave Opportunities for promotion Parental leave Professional development Vision insurance
Work Location: In person