Temp to Perm Procurement Assistant

Temp to Perm Procurement Assistant (44510-6)

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• Propose alternate acceptable options to customer when the requested item is obsolete.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 r 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 workplace 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 tasks