Purchasing Assistant

• Assist the Purchasing Head in procuring approved equipment, materials, and services for company use and projects.
• Source and canvass suppliers for required items and services.
• Negotiate with local suppliers for the best prices, terms, delivery schedules, and availability.
• Prepare purchase orders (POs) for both local and international suppliers.
• Send approved POs to suppliers and confirm receipt.
• Coordinate with Accounting for payment terms, especially for down payments.
• Maintain an organized filing system for POs and supporting documents.
• Assist in preparing and shipping products and items.
• Monitor order status and ensure timely delivery as per schedule.
• Track supplier deliveries and compare against POs.
• Notify project sites of delivery delays and address discrepancies.
• Safeguard the purchasing fund, validate petty purchases, and release funds for urgent needs.
• Review and resolve any invoice discrepancies with suppliers.
• Regularly prepare reimbursement summaries.
• Assist with shipping documentation and payment requests for imported goods, including duties and taxes.
• Support the billing and collections process through document preparation, follow-ups, and clerical work.
• Build relationships with clients and help facilitate timely collection.
• Provide collection updates to the Project Manager or Project In-Charge.
• Assist in implementing new billing systems.
• Perform other related tasks as assigned by the immediate superior

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