Supply Chain Administrator

Role Purpose

Responsible for providing administrative and operational support to the Supply Chain function, with a focus on Purchase Order (PO) preparation and issuance, supplier delivery follow-ups, purchasing documentation, Goods Receipt Note (GRN) discrepancy coordination and supplier return administration.

The role ensures the timely and accurate processing of purchasing transactions, effective follow-up on supplier deliveries and proper maintenance of purchasing records to support production and business operations.

Key Responsibilities

1. Purchase Order Administration

• Prepare and issue Purchase Orders (POs) based on approved purchasing requirements, supplier quotations and suppliers listed on the Approved Vendor List (AVL).

• Maintain accurate purchasing records and ensure all PO documentation is properly updated in the ERP system.

• Monitor open POs and outstanding purchasing commitments.

2. Supplier Delivery Follow-up

• Follow up with suppliers on order acknowledgements, material availability and committed delivery dates.

• Promptly highlight delayed deliveries, incomplete orders and unconfirmed delivery schedules to the Supply Chain Executive.

• Coordinate delivery arrangements with the Store and relevant internal departments.

3. Goods Receipt Note (GRN) Discrepancy Coordination

• Follow up with suppliers and the Store on outstanding GRNs and goods receiving discrepancies.

• Coordinate the resolution of quantity shortages, incorrect deliveries, missing documents and invoice discrepancies.

• Maintain a tracking record of outstanding GRN issues and follow up until closure.

4. Supplier Return and Replacement Administration

• Coordinate administrative arrangements for returning rejected or non-conforming materials to suppliers.

• Arrange supplier collections, replacement deliveries and return shipments.

• Follow up on replacement materials and outstanding supplier responses.

5. Blanket and Contract Purchase Order Monitoring

• Maintain a register of blanket purchase orders and contract orders.

• Monitor order validity, expiry dates, agreed pricing, remaining quantities and outstanding commitments.

• Track material releases and deliveries against approved blanket or contract orders.

6. Purchasing Records and Administrative Support

• Maintain accurate records of supplier quotations, purchase orders, delivery documents and other purchasing-related documentation.

• Ensure purchasing trackers and ERP records are updated promptly.

• Prepare routine purchasing status reports covering open POs, overdue deliveries, GRN discrepancies and supplier returns.

• Perform other purchasing and supply chain administrative duties as assigned.
  

Qualifications and Competencies

• GCE ‘O’ Level or Diploma or relevant qualification in Business Administration, Supply Chain, Procurement or a related discipline; relevant experience may be considered in place of formal qualifications.
• 1–2 years of experience in purchasing administration, procurement support or general administration, preferably in a manufacturing environment.
• Basic understanding of Purchase Orders, supplier delivery processes, GRN and invoice documentation.
• Familiarity with ERP systems and Microsoft Office applications.
• Good organisational skills and attention to detail.
• Able to follow up independently and manage multiple outstanding tasks.
• Good communication and coordination skills.
• Responsible, punctual, systematic and able to meet deadlines.