Purchasing Administrator

Job Summary

The Purchasing Administrator supports day-to-day purchasing activities by ensuring purchase orders, supplier deliveries, system records, payments, and purchasing documentation are accurately and promptly maintained. The role works closely with the Senior Buyer, suppliers, Finance, Planning, Production, Warehouse, and Quality to support timely material availability and smooth purchasing operations.

Key Responsibilities

• . Create, issue, amend, and maintain Purchase Orders (POs) in NetSuite.
• . Ensure PO information including pricing, quantity, delivery dates, and terms is accurate.
• . Obtain order acknowledgement and delivery confirmation from suppliers.
• . Monitor open and overdue POs and follow up with suppliers on delivery status.
• . Update supplier commitments and expected delivery dates in NetSuite.
• . Expedite urgent materials and escalate potential supply or delivery issues to the Senior Buyer.
• . Coordinate closely with Finance to ensure advance payments, deposits, and supplier invoices are processed on time, particularly where payment is required before suppliers can commence production.
• . Track payment status for critical orders and follow up proactively to prevent delays to supplier production an delivery schedules.
• . Coordinate with Warehouse and Production on incoming materials and delivery priorities.
• . Support resolution of PO, receiving, quantity, pricing, payment, and invoice discrepancies.
• . Maintain purchasing records, quotations, confirmations, and supplier documentation.
• . Prepare and maintain purchasing reports, including open POs, overdue orders, delivery performance, and other purchasing KPIs.
• . Support the Senior Buyer in sourcing, quotation comparison, supplier evaluation, and other purchasing activities when required.
• . Maintain accurate supplier and purchasing master data.
• . Support continuous improvement and automation of purchasing processes.

Requirements

• . Minimum post-secondary education.
• . Minimum 1 year of relevant experience in purchasing, procurement, supply chain, logistics, or a related role.
• . Experience in a manufacturing environment is an advantage.
• . Proficient in Microsoft Excel and comfortable working with data.
• . Experience with ERP systems NetSuite experience is preferred.
• . Able to communicate effectively in both English and Chinese, written and spoken, for coordination with suppliers and internal stakeholders.
• . Good communication and supplier follow-up skills.
• . Strong attention to detail, accuracy, and sense of urgency.
• . Well-organized and able to manage multiple priorities and follow through on outstanding actions.
• . Able to work independently while collaborating effectively with internal teams and suppliers.

Key Performance Indicators

• . PO processing accuracy and timeliness
• . Overdue PO management
• . Accuracy of delivery dates and purchasing records
• . Supplier acknowledgement and follow-up
• . Timeliness of supplier payments for production-critical orders
• . Purchasing documentation accuracy
• . Timeliness of purchasing reports
• . Responsiveness to material and purchasing issues