Procurement Assistant
Workers Village Real Estate
Total years of experience :18 years, 7 Months
JDuties and Responsibilities
• Coordinate and organize meetings and appointments as requested.
• Attends and participates in department meeting and prepares minutes of the meeting.
• Handle the vendors prequalification, registration, evaluation & re-evaluation.
• Process Purchase Requests into Purchase Order and Job Order.
• Work with internal end user to determine procurement needs, priorities, quality, and delivery requirements.
• Respond to inquiries regarding requisitions, purchase orders, contracts and pricing information.
• Assists Purchase Manager in dispatching confidential Tender RFQ’S to approved suppliers and follow-up with supplier until submission of quotation.
• Prepare price comparison analysis of Tenders / Quotations received from suppliers for review and approval.
• Correspond with vendors regarding prices, product availability, and delivery.
• Responsible in the tender administrative process throughout the duration of the preparation of all documents until award of contract and distribute the contracts accordingly.
• Prepares completion certificates and forward payment requests to finance department for timely settlement of supplier invoices.
• Managing Department petty cash.
• Maintain office supplies for department; Creates material requisition (MR) as per department requirement.
• Organize and maintain computerized records containing suppliers’ information.
• Perform general clerical duties such as maintaining general files and responsible for developing or modifying filing practices, including use of computer-based documentation for company record tracking purposes; completing and processing standard purchasing forms.
• Ensures that Procurement records are properly maintained. These records comprise purchase requests, purchase orders, bids tabulation, initial and revised quotation, catalogues related to purchase, Maintenance contracts from service providers.
• Provides administrative support or assistance to supervisor or other personnel in the office as needed.
• Ensures to have timely and reliable information to be able to respond to higher management queries.
• Acts pro-actively and keeps a positive mental attitude while working under stress.
Duties and Responsibilities:
• Compose routine letters and reports.
• Prepares Quotations, LPOs, Invoices, and Inquiries.
• Answers incoming phone calls and responds to inquiries from suppliers and customers.
• Prepares monthly payroll.
• Managing petty cash transactions.
• Receives and process payments and documents such as invoices, expense form, employee reimbursement and payment request.
• Monitors account receivable by preparing aged debtor report, follow ups and collects payment from clients/subcontractors make bank deposits.
• Handles and Writes cheques payments to suppliers and subcontractors.
• Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; placing and expediting orders for supplies; verifying receipt of supplies.
• Prepares monthly/weekly project expenses report, payment collection report, and purchase report.
• Designs, prepares, and maintain excel spreadsheets using basic mathematical calculation.
• Files documents and responsible for developing or modifying filing practices, including use of computer-based documentation for company record tracking purposes.
• Provides assistant and explains appropriate work instruction to other employee.
• Follows other related instructions given by the manager from time to time and other administrative duties as required.
• Contributes to team effort by accomplishing related results as needed.
Duties and Responsibilities:
• Analyzes/Costing Sales Document (Sales Invoice, Request return slip, Billing adjustment slip, Return good slip)
• Computes Sales Adjustments.
• Encodes Manual Sales Document.
• Computes Commissions/Incentives and Royalties
• Prepares Journal Vouchers.
• Updates and analyzes Promo Discount and Fixed Display Allowance
• Printing of Sales Invoice.