Job Objectives/Job Summary:

1. Coordinate, source raw materials, support oversea branches regarding the purchasing of raw material and other matters.

2. Administrative support to supervisors.

Responsibilities/Duties/Job Scopes Breakdown:

On Daily / Weekly Basis:

• Data entry and documents filing.

• Verify vendor quote, provide quote to branches, check through client new order and record into system.

• Verify vendor quote, issue HRP PO to vendors once received confirmation from branches, issue PO to vendors once received confirmation.

• Get signature / email approval from director for PO.

• Check and provide documents for stock receiving, issue DO after GRN completed (AccPac / Sega 300).

• Coordinate with branches to ensure timely supply of materials to support production needs, urgent / shortage of raw materials if any.

• Perform central purchasing of raw materials for branches, price negotiation with vendors to match other vendor's quote in lower price (if any) and issue quote to branches.

• Procurement support to branches for sourcing, negotiating and purchasing of raw materials for any new project request.

• Coordinate with branches / forwarder for delivery shipment arrangement (Local /Oversea), and freight cost , or any other special shipment.

• Prepare documents requested including commercial invoice, packing list for branches for shipment arrangement.

• Prepare shipping documents (proforma invoice, tax invoice, DO, commercial invoice, packing list, oversea shipment B/L, COA, etc).

• Prepare stock code maintenance form for new raw material, vendor master maintenance form, customer master maintenance form, credit request application form, document change notification form, invoice adjustment form, stock adjustment form for finance to update in AccPac / Sege 300 (if any).

• Maintain and keep record of documents in server.

• Administrative tasks in any.

• Coordinate with banker for any bank related matters (purchase related).

• Assist & support director Purchase related.

• Assist in other ad-hoc duties.

On Monthly Basis:

• Prepare monthly material planning report, (request branches to provide monthly order sheet, planning sheet).

• Monitor and follow up with branches (order sheet, planning sheet) for upcoming order.

• Prepare payment request for vendors, filling of payment voucher with supporting documents.

• Monthly check on accounting record and documents filing (QuickBooks).

• Check in eBay website if any order payment received / any eBay invoice for payment.

• Check, coordinate & arrange with forwarder / branches if any special shipment.

On Quarterly Basis:

• Prepare and compile info for central purchasing report (compile data from branches material substitution report, branches purchasing KPI report, HQ material substitution report, HQ sales report), email report to Director.

• Go through / check through branches CRM price list.

• Monitor and follow up with Company chemists in material substitution testing status.

On Yearly Basis:

• Liaise with outsource accounting firm for preparing financial statement, audit report if needed.

• Coordinate and provide supporting documents to auditor.

• worker with company secretary for annual compliance & service renewal.

• Company annual subscription payment.

• Annual CP KPI review for Group chemists, email to director together with CP report (December).

• According to KPI review, CP to monitor the performance targets for the year.