AB03 - Purchasing Assistant

THE SUPREME HR ADVISORY PTE. LTD.; Singapore; On-site; SGD 22,000 - 28,000; Full time

Job summary

THE SUPREME HR ADVISORY PTE. LTD. is seeking a Purchasing Assistant to manage PRs, quotes, and orders for marine-related projects in Singapore. The role involves supplier coordination, LC shipments, and end-to-end logistics support.

The ideal candidate has at least 2 years of purchasing experience, with MS Office proficiency and a Diploma or equivalent. Knowledge of marine operations is a plus and transport is provided in Jurong.

Qualifications

• GCE 'O' Level / Higher Nitec / Diploma or equivalent.
• Minimum 2 years of relevant working experience in purchasing.
• Marine industry experience is a plus.

Responsibilities

• Handle Purchase Requisitions (PR) and source quotations from approved vendors.
• Create quotation comparison sheets to justify supplier selections.
• Generate and issue Purchase Orders (PO) based on approved PRs; ensure PO accuracy.
• Monitor incoming items and track delivery schedules with vendors.
• Coordinate LC shipments and liaise with freight forwarders for customs clearance.
• Manage logistics and freight for inbound/outbound shipments.
• Verify and match DOs with POs and invoices; update costing sheets.
• Maintain supplier communications and monitor emails daily for workflow continuity.
• Prepare monthly purchasing reports and present updates in meetings.
• Maintain documentation for audit and project records (Marine and New Hull).
• Collaborate with requestors, store, and finance to align with budgets.

Skills

MS Office

Education

Diploma

Job description

Purchasing Assistant
Working hours: Monday to Friday (830AM - 530PM), Alt Saturday (830AM-1230PM)
Working location: Pioneer Sector 1, Singapore 628416 (Transport provided in Jurong)
Salary: Up to $2500

Job Description

1. Purchase Requisition (PR) Handling

• Review PRs submitted by Requestor.
• Source and obtain quotations from approved vendors.
• Quotation Comparison Sheet:Create comparison sheets when sourcing from multiple suppliers to justify selection – Mainly for new items and long list items for Lita boats.
• Negotiation:Support or participate in price and terms negotiation to achieve cost savings.
• Evaluate quotations based on price, delivery time, and compliance with specifications.

2. Purchase Order (PO) Management

• Generate and issue Purchase Orders based on approved PRs.
• Ensure accuracy of PO details and alignment with quotations.

3. Monitoring of Incoming Items

• Track delivery status and follow up on overdue items.
• Confirm delivery schedules with vendors and inform relevant departments.

4. LC Shipment Coordination (Import Operations)

• Monitor Letter of Credit (LC) shipments from overseas.
• Coordinate with freight forwarders for customs clearance and delivery arrangements.

5. Logistics & Freight Handling (Inbound & Outbound)

• Obtain and review shipping documents (invoice, packing list, bill of lading, etc.).
• Request quotations for air and sea freight based on Incoterms.
• Appoint and liaise with forwarders to handle shipments.
• Manage incoming shipments via courier, air, or sea freight (IGDS permit declarations).
• Submit freight quotations to Finance; save copies in the quotation folder.
• Organize and archive all documentation in the Purchasing folder by hull number.

6. Goods Receipt & Documentation

• Match Delivery Orders (DOs) from the store with yellow copy of the PO.
• Upon receiving invoices, ensure matching with DO and PO.
• Obtain necessary approvals and update costing sheets accordingly.

7. Invoice Management

• Print invoices received via email or handle hard copies.
• Verify accuracy and completeness before submission for payment.

8. Supplier Coordination & Email Monitoring

• Maintain communication with suppliers for order status, delivery, and issues.
• Monitor emails daily and respond promptly to ensure workflow continuity.

9. Monthly Purchasing Reports

• Compile and submit monthly purchasing summary reports.
• Present updates during the company meeting in the first week of each month.

10. Audit & Compliance Monitoring

• Maintain updated records of incoming goods for audit purposes.
• Organize documentation for Marine and New Hull projects as per audit standards.

11. Interdepartmental Collaboration

• Coordinate closely with requestors, store personnel, and finance teams.
• Ensure alignment of purchasing activities with project timelines and budget.

12. Administrative Support

• Assist with ad hoc tasks and administrative support as required.

Qualifications

• At least GCE 'O' Level / Higher Nitec / Diploma
• Minimum 2 years of relevant working experience
• Marine Industry is a plus
• Knowledge of MS Office