Procurement Assistant/Support Specialist

3 days ago

Kuala Lumpur, Kuala Lumpur, Malaysia Jones Lang LaSalle Incorporated Full time

Jones Lang LaSalle Incorporated is a world leader in commercial real estate services, providing innovative solutions for occupiers, owners, investors and developers. We are committed to hiring the best talent and empowering them to thrive in their careers.

Job Summary:

We are seeking an experienced Procurement Assistant/Administration to join our team. The successful candidate will be responsible for managing procurement processes, ensuring compliance with company policies and regulations.

Key Responsibilities:
  1. Purchase Order Management:
    • Verify purchase order details, including pricing, quantities, and delivery terms.
    • Coordinate with suppliers to confirm order receipts and resolve any discrepancies.
  2. Supplier Relationship Management:
    • Maintain and update supplier database with current contact information, certifications, and performance metrics.
    • Assist in vendor evaluation and selection processes.
    • Coordinate supplier meetings and site visits as required.
  3. Contract Administration:
    • Assist in preparing, reviewing, and maintaining procurement contracts.
    • Track contract expiration dates and initiate renewal processes.
    • Ensure compliance with contractual terms and conditions.
  4. Cost Savings and Analysis:
    • Conduct market research and price comparisons.
    • Prepare cost analysis reports to support decision-making.
    • Identify potential areas for cost savings and process improvements.
  5. Documentation and Reporting:
    • Maintain accurate and up-to-date procurement files and records.
    • Prepare regular procurement reports, including spend analysis and supplier performance.
    • Ensure all documentation complies with company policies and auditing requirements.
  6. Communication:
    • Liaise between internal departments and suppliers to ensure smooth procurement processes.
    • Respond to inquiries from internal departments regarding procurement status and issues.
    • Escalate complex issues to the Procurement Manager as necessary.
  7. Compliance and Ethics:
    • Ensure all procurement activities adhere to company policies, ethical standards, and relevant regulations.
    • Assist in maintaining records for audit purposes.
    • Report any potential conflicts of interest or policy violations.
  8. Tendering and RFP Process:
    • Assist in preparing Request for Proposals (RFPs) and tender documents.
    • Coordinate the distribution of RFPs to potential suppliers.
    • Manage the receipt and organization of supplier responses.
    • Assist in the evaluation of proposals, including creating comparison matrices.
    • Support the team in preparing presentation materials for selection committees.
    • Maintain confidentiality throughout the tendering process.
    • Ensure compliance with company policies and legal requirements in the RFP process.
  9. Contractual Management:
    • Assist in drafting and reviewing procurement contracts.
    • Maintain a centralized contract database, ensuring all documents are up-to-date and easily accessible.
    • Track contract expiration dates and initiate renewal processes in a timely manner.
    • Monitor supplier performance against contractual terms and report any deviations.
    • Assist in contract negotiations by providing relevant data and support materials.
    • Ensure all necessary signatures and approvals are obtained for contracts.
    • Coordinate with the legal department for contract reviews when necessary.
  10. Comparison Quotes:
    • Solicit quotes from multiple vendors for goods and services.
    • Create comprehensive comparison sheets, detailing prices, terms, delivery times, and other relevant factors.
    • Analyze quote comparisons to identify the most cost-effective and suitable options.
    • Prepare summary reports of quote comparisons for management review.
    • Maintain a database of historical quote information for future reference.
    • Ensure fair and ethical practices in the quote collection process.
  11. Market Research and Vendor Evaluations:
    • Conduct regular market research to stay informed about industry trends, new products, and pricing fluctuations.
    • Identify potential new suppliers and evaluate their capabilities.
    • Assist in creating and maintaining vendor scorecards.
    • Analyze supplier performance data and prepare reports.
    • Contribute to the development of supplier evaluation criteria.
    • Support the team in conducting periodic supplier performance reviews.
  12. Supplier Meetings and Site Visits:
    • Coordinate and schedule supplier meetings and site visits.
    • Prepare agendas and necessary documents for supplier meetings.
    • Participate in supplier meetings and take detailed notes.
    • Assist in organizing and conducting supplier site visits.
    • Prepare reports summarizing key findings from meetings and site visits.
    • Follow up on action items resulting from supplier interactions.
  13. New Vendor Research and Onboarding:
    • Proactively search for and identify potential new vendors in the market.
    • Conduct initial screenings of new vendors, including requesting company profiles and capabilities statements.
    • Assist in the vendor pre-qualification process, including collecting necessary documentation.
    • Coordinate with internal stakeholders to evaluate new vendor suitability.
    • Support the onboarding process for approved new vendors.
    • Maintain and update the database of potential vendors for future opportunities.
  14. General Research and Analysis:
    • Stay informed about industry trends, best practices, and emerging technologies in procurement.
    • Conduct research on specific products or services as requested by the procurement team.
    • Analyze spending patterns and identify potential areas for cost savings.
    • Assist in benchmarking studies to compare company practices with industry standards.
    • Prepare research summaries and presentations for management review.

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