Job Description
- Quotation Sourcing Support:
- Assist buyers in the preparation and distribution of Requests for Quotation (RFQs), Requests for Information (RFIs), and Requests for Proposal (RFPs) to potential suppliers.
- Collect, organize, and summarize vendor quotes for review by the procurement team, ensuring all required information is present and comparable.
- Communicate with suppliers to clarify quotation details, pricing, and terms as needed.
- Vendor Management Evaluation Support:
- Support the entire vendor lifecycle, from initial identification to performance review.
- Assist with onboarding new suppliers, including collecting necessary documentation (e.g., W-9s, vendor agreements, certifications) and ensuring accurate entry into the vendor management system.
- Provide comprehensive support for vendor evaluation processes, which includes:
- Collecting, compiling, and analyzing vendor performance data (e.g., on-time delivery, quality, compliance, responsiveness) from various internal and external sources.
- Assisting in the distribution and collection of vendor surveys, questionnaires, and capability assessments.
- Organizing and maintaining documentation related to vendor evaluations, audits, and performance reviews.
- Generating reports and dashboards to track key supplier performance indicators (KPIs) and highlight areas for improvement.
- Coordinating meetings and communications between internal stakeholders and potential/existing vendors during the evaluation phase.
- Maintain and update supplier information, contact details, and performance records in the procurement database.
- Purchase Order Delivery Management:
- Review and process purchase requisitions for accuracy, completeness, and adherence to company policies.
- Create and issue purchase orders (POs) in the ERP/procurement system, ensuring correct pricing, terms, and delivery schedules.
- Proactively track and monitor the status of all outstanding orders, coordinating with suppliers to ensure timely delivery of goods and services.
- Address and resolve any delivery discrepancies or issues, escalating complex problems to the Procurement Manager.
- Communicate delivery schedules and updates to internal stakeholders.
- Payment Invoice Reconciliation Support:
- Assist in the resolution of invoice discrepancies by liaising with suppliers, accounts payable, and internal departments.
- Match purchase orders to invoices and receiving reports, ensuring all documentation aligns for payment processing.
- Support the timely processing of supplier payments by providing necessary documentation and clarification.
- Document Management Record Keeping:
- Maintain accurate, comprehensive, and organized procurement records, including vendor master data, quotes, purchase orders, contracts, delivery notes, and payment records.
- Ensure all documentation adheres to company policies and regulatory requirements.
- Assist in archiving and retrieving procurement documents as needed for audits or reviews.
- Manage and respond to general procurement inquiries via email and phone, providing requested documentation.
- Reporting Analytics:
- Prepare and generate various procurement reports (e.g., spend analysis, vendor performance , open orders, delivery metrics) for management review.
- Assist with data entry and integrity within the procurement software/ERP system.
- Policy Adherence Continuous Improvement:
- Ensure all procurement activities adhere to company policies, procedures, and ethical guidelines.
- Identify opportunities for process improvements within the procurement support function.
- Participate in special projects and initiatives as assigned.
This job is provided by Shine.com
