19 Purchasing Admin Duties and Responsibilities

What is Purchasing Staff

Purchasing Staff is an employee in an organization, who is responsible for purchasing goods or products. The flow of purchasing goods is the duty and responsibility of the purchasing staff. Almost all companies need employees to take care of ordering goods and raw materials.

Purchasing department searches for materials, goods, and services. In addition, purchasing officers are responsible for maintaining stock levels, negotiating with vendors, and interviewing potential suppliers.

This purchasing officer requires skills or skills according to the field. The main thing is negotiation and communication. This negotiation helps purchasing staff to communicate with suppliers regarding the price of goods. This helps companies get the best deals on purchases.

19 Purchasing Admin Duties and Responsibilities

1. Make data entry (report in and out of goods).
2. Make reports on purchases and expenditure of goods (inventory, materials, etc.).
3. Create forms that can simplify and describe the condition of the company’s goods and inventory.
4. Create database of staff and suppliers.
5. Collecting data on suppliers in terms of price, readiness and accuracy of delivery as well as the quality of the goods they offer as data for selecting suppliers.
6. Prepare payments through other petty cash and record these expenditures.
7. Recap data entry based on criteria and each department.
8. Carry out an inventory of every item, especially those that become the company’s inventory.
9. Perform data archive regularly and neatly organized.
10. Manage the procurement of goods through planning in a systematic and controlled manner.
11. Conduct selection or selection of partners for the procurement of goods and services according to company criteria.
12. Collaborate with related departments to ensure the smooth operation of the company.
13. Ensuring the availability of goods and materials every day through audit mechanisms or stock control, etc.
14. Send reports to operations manager.
15. Ask the manager’s approval before making, distributing and disseminating the forms and regulations made to each department.
16. Receiving and selecting any disordered goods in accordance with applicable standards.
17. Receive and review goods statements from all departments, both daily and monthly.
18. Examine the accuracy of the budget or needs.
19. Carry out other related tasks in administrative matters