Purchasing Assistant

Mangala Estate Boutique Resort; Kuantan; On-site; MYR 56,000 - 100,000; Full time

Job summary

Mangala Estate Boutique Resort in Kuantan is seeking a detail-oriented Purchasing & Receiving Assistant to support daily procurement and goods receipt activities. You will help process PRs, prepare POs, verify deliveries, and maintain accurate records in line with IHG standards and company policies.

You'll coordinate with suppliers and internal departments to ensure timely receipt of goods, assist with stock counts and inventory records, and support audit trails for procurement transactions.

Qualifications

• Procurement and purchasing processes
• Ability to maintain supplier information and pricing records
• Strong attention to detail in recording and documentation

Responsibilities

• Assist in processing approved Purchase Requisitions (PRs) and preparing Purchase Orders (POs).
• Obtain quotations from approved suppliers as instructed by Purchasing Manager or Supervisor.
• Follow up with suppliers on order confirmations, delivery schedules, and outstanding POs.
• Ensure all purchasing documentation is complete and properly approved before processing.
• Maintain accurate supplier information, pricing records, and procurement documentation.
• Support the sourcing of products and services in accordance with approved procurement policies.
• Receive and inspect all incoming goods against approved POs, Delivery Orders, and GRNs.
• Verify quantity, quality, specifications, and condition of delivered items.
• Report damaged, short-delivered, incorrect, or rejected goods immediately.
• Ensure receiving documents are completed accurately and signed by relevant parties.
• Coordinate with suppliers regarding replacement of rejected or damaged goods.
• Update inventory and receiving records and support Stores function in stock movement documentation.
• Participate in periodic stock counts and inventory verification exercises.
• Assist in monitoring stock levels and notifying Purchasing team of low-stock items.
• Ensure proper handling and storage of goods upon receipt where applicable.
• Maintain complete and accurate filing of POs, GRNs, Delivery Orders, and Receiving Records.
• Assist Finance with supporting documents for invoice verification and payment processing.
• Maintain audit trails for all procurement transactions.
• Liaise with suppliers regarding deliveries, documentation, and order inquiries.
• Coordinate with operational departments to ensure timely receipt of requested goods.
• Communicate with Finance, Cost Control, Stores, and Receiving to resolve discrepancies.
• Support internal departments with procurement-related inquiries when required.
• Comply with IHG Procurement Standards, Company Purchasing Policies, and Health, Safety and Hygiene Standards.
• Support internal and external audits with accurate procurement and receiving records.
• Maintain cleanliness and organization of the purchasing and receiving office and document storage areas.
• Assist in continuous improvement initiatives within Purchasing.
• Support month-end inventory and financial closing activities when required.
• Perform any other duties assigned by the Purchasing Manager or Purchasing Supervisor.

Skills

Purchasing

Receiving

Inventory management

Supplier coordination

Documentation

Procurement policy

Job description

Jora Malaysia will close on 9th September 2026. Thank you for being with us, we are cheering you on as you continue your career journey.

The Purchasing & Receiving Assistant is responsible for supporting the daily purchasing and receiving operations of the Resort by assisting in procurement activities, verifying incoming goods, maintaining accurate purchasing and receiving records, and ensuring compliance with Company policies, IHG Procurement Standards, and financial control procedures.

The role works closely with suppliers, the Receiving and Stores functions, Finance, and operational departments to ensure that goods and services are purchased, received, and documented accurately, efficiently, and in a timely manner.

Purchasing Support

• Assist in processing approved Purchase Requisitions (PRs) and preparing Purchase Orders (POs).
• Obtain quotations from approved suppliers as instructed by the Purchasing Manager or Purchasing Supervisor.
• Follow up with suppliers on order confirmations, delivery schedules, and outstanding purchase orders.
• Ensure all purchasing documentation is complete and properly approved before processing.
• Maintain accurate supplier information, pricing records, and procurement documentation.
• Support the sourcing of products and services in accordance with approved procurement policies.

Receiving Operations

• Receive and inspect all incoming goods against approved Purchase Orders, Delivery Orders, and Goods Received Notes (GRNs).
• Verify the quantity, quality, specifications, and condition of delivered items.
• Report damaged, short-delivered, incorrect, or rejected goods to the Purchasing Manager or Purchasing Supervisor immediately.
• Ensure all receiving documents are completed accurately and signed by the relevant parties.
• Coordinate with suppliers regarding replacement of rejected or damaged goods.

Inventory and Store Support

• Assist in updating inventory and receiving records.
• Support the Stores function in maintaining accurate stock movement documentation.
• Participate in periodic stock counts and inventory verification exercises.
• Assist in monitoring stock levels and notifying the Purchasing team of low-stock items.
• Ensure proper handling and storage of goods upon receipt where applicable.

Documentation and Financial Control

• Maintain complete and accurate filing of:
• Purchase Orders
• Goods Received Notes (GRNs)
• Delivery Orders
• Receiving Records
• Ensure purchasing and receiving documentation complies with Company policies and IHG Financial Management Standards.
• Assist the Finance Department by providing supporting documents for invoice verification and payment processing.
• Maintain proper audit trails for all procurement transactions.

Supplier and Department Coordination

• Liaise with suppliers regarding deliveries, documentation, and order enquiries.
• Coordinate with operational departments to ensure timely receipt of requested goods.
• Communicate with Finance, Cost Control, Stores, and Receiving to resolve purchasing and receiving discrepancies.
• Support internal departments with procurement-related enquiries when required.

Compliance and Responsible Business

• Comply with:
• IHG Procurement Standards
• Company Purchasing Policies
• Health, Safety and Hygiene Standards
• Sustainability and Responsible Sourcing initiatives where applicable.
• Ensure ethical procurement practices and maintain confidentiality of supplier pricing and commercial information.
• Support internal and external audits by providing accurate procurement and receiving records.

General Responsibilities

• Maintain cleanliness and organisation of the purchasing and receiving office and document storage areas.
• Assist in continuous improvement initiatives within the Purchasing Department.
• Support month-end inventory and financial closing activities when required.
• Perform any other duties assigned by the Purchasing Manager or Purchasing Supervisor.