Purchasing Assistant

Our client is seeking a Purchasing Assistant to support the procurement of goods, materials, and services necessary for the company's operations. This role includes a variety of clerical and administrative duties within the Purchasing and Logistics Department, such as requesting supplier quotations, preparing purchase orders and import permits, tracking deliveries, organizing meetings, and drafting correspondence. The position also involves providing backup support to the Retail Store Sales Associate as needed, and general assistance to the Purchasing and Logistics Manager.

Key Responsibilities:

· Assist in sourcing inventory and non-inventory items.

· Prepare and issue purchase orders based on approved requisitions.

· Follow up with suppliers to confirm order status, delivery timelines, and obtain Certificates of Analysis (COAs).

· Evaluate supplier performance and help identify new vendor opportunities.

· Maintain strong professional relationships with suppliers, Customs Brokers, and regulatory agencies.

· Secure all required import permits and licenses.

· Coordinate with the Accounting/Finance team to facilitate timely supplier payments, import clearance fees, and advance payments.

· Maintain records including the Import Clearance Register and Import Permit Log.

· Compile monthly Marine Insurance Reports and Declarations for imported goods.

· File and archive purchasing and logistics documents systematically.

· Assist in evaluating suppliers in alignment with the company’s Quality Management System.

· Participate in periodic stock counts and provide sales support at the retail outlet when necessary.

· Prepare monthly reports detailing purchasing activities, expenditures, and supplier performance.

· Provide overall administrative support to the Purchasing and Logistics Manager.

Job Requirements & Specifications:

Education:

· Diploma in Business Administration, Logistics Management, or equivalent qualification.

Skills & Competencies:

· Strong written and verbal communication skills.

· Proficient in Microsoft Office and general computer literacy.

· Ability to manage time efficiently and handle multiple tasks.

· Strong interpersonal skills with the ability to collaborate across teams.

· Self-motivated, ethical, and attentive to detail.

Experience:

· Minimum of four (4) years’ experience in a similar role.

Personal Attributes:

· Initiative-driven

· Flexible and adaptable

· Ethical and trustworthy

· Decisive and responsible

Place of work