Roles & Responsibilities – Purchase Dept.

• Receiving PR from various Department like Ordering Processing
• Communicating and understanding the requirement PR from requestor.
• Coordinating and sending inquiries to all vendors including 3rd party.
• Follow up with vendors and ensuring quotations within two days.
• Forwarding quote to PR requestor and follow up for their approval.
• Negotiating with the vendors for discount and credit terms.
• Initiating Business Partner Registration Form for new vendors.
• Creating vendor code for new vendor in Navision and linking to BP form.
• Creating item code in the system for new items.
• Initiating CFO’s approval for all PO’s in system.
• Releasing the Purchase Orders to Supplier after CFO’s approval in the system.
• Requesting the Proforma Invoice from the 3rd party suppliers.
• Coordinating with Accounts Dept for arranging the payments for vendors.
• Following up with Vendors for Order Acceptance and checking all terms and acknowledge the OA.
• Checking the readiness & dispatch dates for the overseas supplier & delivery date.
• Advising the PR requestor on the readiness of the orders & updating them regularly until the dispatch date.
• Monitoring, Communicating & following up orders from the suppliers, request for shipping documents and share to logistics to dispatch the shipment.
• Advising Logistics Dept. to collect the shipment and following up the ETD/ETA.
• Coordinating with vendor for custom clearance documents like COO, MTC, Invoice , Original Shipping documents.
• Linking the shipping documents BOE and PO’s in the system after receiving email from warehouse dept.
• Maintaining QC Documents and Shipping Documents of each vendor for auditing purposes.

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