Procurement Assistant

Essential Job Functions PURCHASING Manage RFQ from customer, examine the accuracy of vendor quotation, and provide quotation and necessary document on a timely basis. Examine whether the order requires an export license or not. Apply for an export license as required and manage until closure. Issue purchase orders (PO) timely based on vendor and our quotation, Long Term Agreement (LTA), Memorandum of Understanding (MOU), customer PO, production plan, and inventory information. Sign and save the PO confirmation document when there is no discrepancy between PO, EDI PO, and EDI quote. Report to the group leader when there is a discrepancy and solve the issue before issuing the PO. Obtain order forecast from customer and provide to respective supplier. Track supplier shipping schedule proactively to prevent delivery delinquency. Communicate with customer and negotiate with vendor for quality, delivery, development, and pricing. Visit or setup conference call with both supplier and customer to discuss urgent topics as required. Flow down claim from customer to vendor and conclude timely. Research new supplier and product to meet customers’ requirements. Propose alternate acceptable options to customer when the requested item is obsolete. Obtain Technical Data Sheet (TDS), Safety Data Sheet (SDS), and catalog on request basis. Confirm Export Control Classification Number (ECCN) with supplier to comply with export regulation. Send Sales Order Acknowledgment (SOA) to customer and obtain PO Acknowledgement (POA) from supplier. Manage and review PO to recognize price change, order discrepancy, and order status change. Contact supplier and customer on a daily basis to follow-up on open action items and provide report to customer. Assigns RFQ to other members as required. RECEIVING & SHIPPING Receive and check shipping document if it meets PO requirement or not. Record receiving note and document from freight forwarder. Determine UN number or ID number of proper shipping name and description of the hazardous material. Create and solve discrepancy report and return note accordingly. Negotiate and coordinate non-conforming part and material return in a timely manner. Maintain and organize document for filing and submitting for invoicing as required. Follow up Certificate of Conformance (COC), invoice, and credit from supplier and check the content. Coordinate shipment per customer’s instruction or provide best solution in the most cost-efficient way. Determine inland freight charge for prepaid freight and other charges. Prepare Shipper’s Declaration for “Dangerous Good” for hazardous shipments. Arrange shipment according to export regulation Create and post sales invoice and credit. Follow up vendor, trucking company, and freight forwarder invoice and check the content before posting. Ask group leader for an approval before posting invoice when there is a discrepancy. Provide estimate rate to customer when needed. Communicate directly with vendor, freight forwarder, and customer to perform above tasks. Perform monthly inventory check based on freight forwarder information and report to group leader and ask for his/her instruction if there is a discrepancy. OTHER & MISCELLANEOUS Collect data and create presentation as required. Provide weekly inventory report to customer. Perform special projects and other miscellaneous duties as assigned by group leader or higher. Train temporary employee as required. Maintain high ethical standard in the work place in accordance to company standards. Report all irregular issues and or problems to group leader or higher for resolution. Maintain good communication with management, office staff member, and external contact. Comply with all company policy, procedure, and government regulation. Responsible for maintaining a clean and safe working area. Seek for constant improvement, more efficient and less expensive ways, and meaning in work processes. File and save all necessary documents in the folder or system neatly and manage it. Assist management, group leader, and Accounting Dept. as required. Enter data into our internal system and keep it up to date to perform all above task #J-18808-Ljbffr