Admin and Purchasing Officer

Supplier Management and Sourcing
1)Identify, evaluate, and establish relationships with reliable suppliers and vendors.
2)Conduct supplier performance evaluations to ensure compliance with company standards.
3)Source and compare quotes to ensure cost-effectiveness and quality.
4)Negotiate favorable pricing, payment terms, and delivery schedules.
5)Develop and maintain an updated list of approved suppliers for various categories.
6)Manage vendor contracts, agreements, and service level expectations.

Purchasing Process
7)Receive and review purchase requisitions from different departments.
8)Generate and issue purchase orders (POs) based on approved requests.
9)Purchase from approved suppliers. If there is no existing or satisfactory suppliers, source for supplier.
10)Purchase of chemicals shall comply with chemical handling procedures.
11)Monitor order fulfillment, ensuring timely and accurate delivery of materials.
12)Coordinate and handle receiving process.
13)Address and resolve any discrepancies in orders, such as damaged or incorrect items.
14)Coordinate with the finance department to ensure timely payments to suppliers.

Inventory Control and Material Management
15)Work closely with warehouse teams to monitor stock levels.
16)Prevent stock shortages and excess inventory.
17)Manage and control chemical inventory according to chemical handling procedures.
18)Perform physical count of inventory and update inventory records, ensuring accuracy in the system.
19)Coordinate reordering of critical stock items to prevent production delays.
20)Conduct periodic inventory audits and reconcile any discrepancies.
21)Provide periodic stock report.
22)Identify slow-moving or obsolete inventory and propose corrective actions.

Work Order Management
23)Raise and process work orders/job orders based on sales orders using ERP system.
24)Work with sales and production teams to ensure correct details for jobs.
25)Address material shortages or delays that may impact production schedules.

Compliance, Documentation and Reporting
26)Ensure all procurement activities comply with company policies, financial controls, and regulatory requirements.
27)Maintain proper documentation for all purchase transactions, supplier agreements, and price negotiations.
28)Ensure that materials purchased meet quality and safety standards, conducting inspections if necessary.
29)Prepare reports on procurement activities, supplier performance, and cost analysis for management review.
30)Utilize ERP system.
31)Ensure any data or record required are up to date and organized.
32)Communicate with superior for any issues encountered and seek for remedial plan. 
 

Process Improvement and Reporting
33)Identify and implement cost-saving initiatives without compromising on quality.
34)Collaborate across departments to optimize procurement process efficiency and effectiveness.

− Active person, able to carry out task requiring walking around.