Job Description

 We are looking for a Purchasing Representative to support our project and operational purchasing activities. The successful candidate will be responsible for supplier sourcing, quotation comparison, purchase order processing, delivery follow-up, supplier coordination, and purchasing documentation.

You will work closely with engineering, project management, finance, operations, production, and quality teams to ensure materials and services are purchased according to the required specification, quality, cost, and delivery schedule.

Job Requirements

 Key Responsibilities

Supplier Sourcing & Procurement

• Source suitable local and overseas suppliers based on project requirements.
• Request and obtain quotations from suppliers.
• Identify alternative suppliers and components when required.
• Support price benchmarking and cost optimization activities.

Quotation & Cost Analysis

• Prepare and compare supplier quotations.
• Evaluate pricing, quality, lead time, availability, payment terms, and delivery conditions.
• Perform basic cost analysis to support purchasing decisions.
• Support commercial negotiations with suppliers.

Purchase Order Management

• Prepare and process purchase orders according to approved requirements.
• Verify part numbers, descriptions, quantities, pricing, specifications, and delivery requirements before placing orders.
• Follow up on supplier PO acknowledgement and order status.
• Coordinate approved PO changes, cancellations, and delivery updates.

Supplier & Delivery Follow-Up

• Communicate with suppliers regarding pricing, specifications, lead time, quality, and delivery.
• Monitor open purchase orders and expected delivery dates.
• Track goods in transit and follow up on delayed shipments.
• Highlight potential material shortages or delivery risks early to relevant teams.

Technical Purchasing Coordination

• Work closely with engineering and project teams to understand technical purchasing requirements.
• Review materials, components, technical specifications, and engineering drawings when required.
• Clarify technical requirements with suppliers before order placement.
• Ensure purchased items match the approved project requirements.

Inventory & Material Coordination

• Monitor material requirements according to project schedules.
• Coordinate with internal teams regarding material readiness and inventory requirements.
• Support activities to prevent material shortages that may affect project schedules.

Documentation & ERP

• Maintain accurate supplier and purchasing records.
• Update quotations, purchase orders, delivery information, invoices, and supplier information in the company system or ERP.
• Maintain proper purchasing documentation and traceability.
• Prepare purchasing reports, cost comparisons, delivery status, and relevant procurement information for management review.

Supplier Issue Resolution

• Follow up on incorrect items, shortages, late deliveries, quality issues, and documentation discrepancies.
• Coordinate with suppliers and internal teams to resolve purchasing-related issues.
• Escalate significant pricing, delivery, specification, or quality concerns when necessary.

Skills