We are seeking a detail-oriented and organized Documentation Assistant to support our procurement team in managing and maintaining procurement-related documentation and vendor communication. The ideal candidate will be responsible for preparing, organizing, and updating procurement files, assisting in the purchase order process, and ensuring compliance with internal policies and regulatory requirements.

Key Responsibilities

• Documentation Management: Prepare, organize, and maintain accurate records of RFQs, purchase orders, vendor quotations, and agreements for audit and compliance purposes.
• Vendor Communication: Coordinate with vendors to request quotations and collect necessary documentation. Maintain an up-to-date database of vendor contacts, product catalogs, and quotation history.
• Quotation Handling & Comparison: Compile vendor quotations and assist in preparing comparison sheets for review by the procurement team.
• Purchase Order Processing: Support the creation and issuance of purchase orders, ensuring all required approvals are obtained prior to dispatch.
• Follow-up & Coordination: Track open purchase orders, follow up with vendors on delivery and documentation, and coordinate with internal departments to facilitate seamless procurement operations.
• Record Keeping & Reporting: Maintain records of procurement transactions and assist in generating periodic procurement activity reports.
• Compliance Support: Ensure adherence to company procurement policies and assist in preparing for internal and external audits.
• Negotiation Support: Provide necessary documentation support during vendor negotiations and escalate to the procurement officer or manager as needed.
  
  

Qualifications

• Education: Any Graduate
• Technical Skills: MS Excel, Tally, or any basic ERP software Typewriting, DCA/DCFM or equivalent certification
• Experience: Minimum 1 year of relevant experience in procurement or documentation (preferred)
  
  

Skills: documentation,dcfm,ms excel,tally,quotation handling & comparison,purchase order processing,vendors,dca/dcfm certification,dca,typewriting,approvals,erp software,procurement,basic erp software,compliance support,documentation management,record keeping & reporting,vendor communication,adherence,negotiation support