Purchasing Assistant

Job Title: Purchasing Assistant
Company: Kheewa Incorporation
Department: Purchase & Procurement
Employment Type: Full-Time Work
Mode: Work from Home
Location: Virtual
Experience: 0–3 Years
Contact: 9872577500
About the Job
Kheewa Incorporation is looking for a detail-oriented, organized, and proactive Purchasing Assistant to support the company's purchasing and procurement activities.
The candidate will assist in identifying suppliers, collecting quotations, comparing prices, coordinating purchase orders, tracking deliveries, maintaining purchase records, and ensuring the timely availability of required products, materials, and services.
The ideal candidate should have good communication and negotiation skills, basic computer knowledge, and the ability to coordinate with suppliers and internal departments to ensure smooth purchasing operations.
Key Responsibilities1. Supplier Identification & Coordination
Identify potential suppliers, manufacturers, wholesalers, distributors, and service providers.
Contact suppliers to obtain product details, quotations, pricing, and availability.
Maintain an updated database of suppliers and their contact information.
Build professional relationships with existing and potential suppliers.
Follow up with suppliers regarding pending quotations, orders, and deliveries.
2. Price Comparison & Negotiation
Collect quotations from multiple suppliers wherever applicable.
Compare prices, quality, specifications, minimum order quantities, delivery timelines, and payment terms.
Assist the purchase team in negotiating competitive prices and favorable terms.
Identify cost-saving opportunities without compromising product quality.
Prepare comparative statements for management approval.
3. Purchase Order Management
Prepare purchase orders according to approved requirements.
Verify product descriptions, quantities, rates, taxes, and delivery terms.
Coordinate with the relevant department for purchase approvals.
Share approved purchase orders with suppliers.
Maintain records of issued purchase orders and order confirmations.
4. Order & Delivery Tracking
Track purchase orders from confirmation to delivery.
Follow up with suppliers to ensure timely dispatch and delivery.
Coordinate with logistics and internal teams regarding shipment status.
Identify and report delays, shortages, incorrect supplies, or damaged products.
Maintain updated records of pending and completed orders.
5. Inventory & Material Coordination
Coordinate with relevant departments to understand purchasing requirements.
Monitor stock requirements and reorder levels where applicable.
Assist in identifying products or materials that need replenishment.
Maintain records of stock availability, incoming supplies, and pending requirements.
Help prevent unnecessary purchases and avoidable shortages.
6. Documentation & Record Management
Maintain accurate purchase records, quotations, purchase orders, invoices, and supplier details.
Organize procurement documents for easy access and reference.
Verify supplier invoices against purchase orders and delivery records.
Maintain records of payment terms, pending invoices, and supplier balances.
Support the finance team with procurement-related documentation.
7. Supplier Performance Monitoring
Track supplier performance based on pricing, product quality, delivery timelines, and responsiveness.
Report recurring issues to the Purchase Manager.
Maintain records of supplier complaints and resolutions.
Help identify reliable suppliers for future purchasing requirements.
8. Internal Department Coordination
Coordinate with Sales, Operations, Finance, Inventory, and other departments.
Understand internal purchase requirements and expected delivery dates.
Communicate order status and potential delays to concerned teams.
Ensure purchasing activities follow company procedures and approval processes.
9. Market Research
Research market prices, new suppliers, product availability, and alternative sourcing options.
Identify new manufacturers and distributors.
Monitor changes in product pricing and supplier terms.
Share relevant market information with the Purchase Manager.
10. Reporting & Digital Tools
Prepare daily, weekly, and monthly purchase reports as required.
Maintain purchase data using Excel, Google Sheets, ERP, or procurement software.
Use digital tools to compare quotations, track orders, and organize supplier records.
Use AI tools where appropriate for supplier research, data organization, and reporting.
Key Performance Indicators (KPIs)
KPI
Measurement
Supplier Identification
Qualified suppliers identified
Quotation Collection
Quotations collected on time
Price Comparison
Accuracy of comparative statements
Cost Optimization
Savings achieved where measurable
Order Processing
Accuracy and timeliness of purchase orders
Delivery Tracking
Orders delivered within agreed timelines
Documentation
Accuracy of purchase records
Supplier Coordination
Timely follow-ups and issue resolution
Inventory Support
Timely identification of purchase requirements
Reporting
Accurate and timely reports
Required Skills
Good communication and coordination skills.
Basic negotiation and price-comparison skills.
Strong attention to detail.
Good organizational and follow-up skills.
Ability to manage multiple purchase requirements.
Basic knowledge of Microsoft Excel or Google Sheets.
Ability to maintain accurate records and documentation.
Problem-solving and time-management skills.
Professional communication with suppliers.
Ability to work within company approval procedures.
Qualification
Graduate in Commerce, Business Administration, Supply Chain Management, or a related field preferred.
Candidates with relevant practical purchasing or administrative experience may also apply.
Experience
0–3 years of experience in:
Purchasing
Procurement
Purchase Coordination
Vendor Management
Inventory Coordination
Supply Chain Operations
Administrative Support
Freshers can also apply if they have good communication skills, computer knowledge, and an interest in purchasing and procurement.
Ideal Candidate
The ideal candidate should be organized, reliable, detail-oriented, and comfortable communicating with suppliers.
The candidate should be able to manage the purchasing process efficiently:
Requirement Identification → Supplier Research → Quotation Collection → Price Comparison → Approval → Purchase Order → Delivery Tracking → Documentation
Career Growth
Purchasing Assistant → Purchase Executive → Senior Purchase Executive → Purchase Manager → Procurement Manager
How to Apply
Interested candidates can share their updated CV with Kheewa Incorporation.
Contact: 9872577500
Kheewa Incorporation Building efficient business operations through effective coordination, sourcing, and management.

Work arrangement
Yes