Purchasing Assistant

The Supreme HR Advisory Pte Ltd; Singapore; On-site; SGD 25,000 - 30,000; Full time

Job summary

The Supreme HR Advisory Pte Ltd is seeking a dedicated Purchasing Assistant to support procurement activities at our Singapore facility. You will handle requisitions, source quotes, and coordinate orders to ensure timely delivery.

This role involves PO management, vendor communication, freight coordination, and maintaining accurate records. Working hours are from Monday to Friday with occasional Saturdays; transport is provided.

Qualifications

• GCE O Level or Higher Nitec/Diploma required.
• At least 2 years' relevant experience.
• Marine industry experience is a plus.
• Proficient in MS Office.

Responsibilities

• Review requisitions submitted by requestors.
• Source and obtain quotations from approved vendors.
• Create quotation comparison sheets for supplier selection.
• Generate and issue Purchase Orders based on approvals.
• Track deliveries and manage LC shipments with forwarders.
• Maintain documentation and archiving for audits.
• Monitor incoming goods and match DOs/POs.
• Prepare monthly purchasing reports.
• Coordinate with interdepartmental teams to align on timelines.

Skills

Vendor negotiation

Purchase orders

Supplier coordination

MS Office

Documentation

Education

GCE 'O' Level / Higher Nitec / Diploma

Tools

MS Excel

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 Handling

• Review it 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 approval.


• 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