Purchasing & Store Assistant

JOB DESCRIPTIONS

1. Job Purpose

To support daily purchasing activities, store receiving, inventory control and material issuance. Ensure all incoming materials, tooling, consumables and supplies are properly received, inspected, recorded and stored, while maintaining accurate inventory records and ensuring materials are available for production when required.

2. Key Responsibilities

A. Purchasing Activities

- Prepare purchase orders based on approved purchase requisitions.
- Obtain and compare supplier quotations.
- Source raw materials, cutting tools, machine spare parts, consumables and general supplies.
- Follow up with suppliers on order confirmations, outstanding orders and delivery schedules.
- Maintain purchasing records, supplier information and purchase order documentation.

B. Store Receiving

- Receive incoming materials, tools, consumables and other supplies from suppliers.
- Verify received items against purchase orders and delivery orders, including part numbers, descriptions, quantities and specifications.
- Check the physical condition of received goods and identify any damage, shortages or discrepancies.
- Coordinate with the Quality Department for incoming inspection when required.
- Ensure material certificates and other required documents are received and properly filed.
- Prepare Goods Received Notes (GRNs) or update the inventory system after verification.
- Report discrepancies, damaged goods and incorrect deliveries to the supervisor and coordinate with suppliers for resolution.
- Ensure all received items are properly labelled and identified.

C. Store & Inventory Management

- Arrange and store materials, tools and consumables in their designated locations.
- Maintain proper identification, segregation and traceability of raw materials.
Monitor stock levels and report low-stock items to the supervisor for replenishment.
- Maintain accurate inventory records and update stock movements promptly.
- Apply FIFO (First-In, First-Out) where applicable.
- Conduct routine stock checks and participate in periodic stocktaking.
- Maintain store cleanliness, organization and 5S practices.

D. Material Issuance & Internal Coordination

- Issue raw materials, tooling and consumables to Production based on authorized requests.
- Record all material and stock withdrawals accurately.
- Ensure material quantities and specifications match the approved requests.
- Coordinate with Production, Planning, Quality and Engineering to support production requirements.
- Track material returns and update inventory records accordingly.

E. Documentation & Administration

- Maintain purchase orders, delivery orders, GRNs, inspection records and material certificates.
- Update purchasing and inventory records in the ERP system or designated spreadsheets.
- Assist Finance in verifying supplier invoices against purchase orders and receiving records.
-Prepare stock reports, outstanding purchase order lists and material shortage reports when required.