Purchasing staff / Nhân viên mua hàng

1. Product Structuring & Quotation Management

• Break down product components/specifications (BOM) to calculate accurate pricing structures.
• Prepare detailed quotations and cost breakdowns tailored to customer requirements and internal pricing policies.
• Ensure all quotations are issued within agreed timelines (SLA) with 100% accuracy and version control.
• Collaborate closely with Sales and Brand Manager to validate specifications and finalize pricing details.
• Maintain and update a centralized quotation database with all historical versions and approvals.
• Coordinate with logistics, finance, and warehouse teams to ensure accurate cost inputs and smooth order processing based on confirmed quotations.

2. Order Coordination & Transaction Follow-up

• Support the full quotation-to-order cycle, ensuring timely and accurate execution of confirmed orders.
• Monitor and follow up on pending transactions, quotation approvals, payment status, and order delivery.
• Coordinate with the Design Team to review and break down final product specifications if there are changes compared to the original quotation.
• Ensure all revised product details are accurately reflected before preparing purchase orders (POs) and placing orders with suppliers.
• Liaise with warehouse and logistics teams to ensure order progress is on schedule and delivery issues are resolved promptly.
• Work closely with finance to align on payment methods and follow up on delayed payments or required documentation.

3. Quotation Manual & Workflow Development

• Create and maintain a Quotation Process Manual including detailed procedures, approval flow, document templates, and responsibilities.
• Standardize quotation formats and workflows across departments to ensure clarity and professionalism.
• Regularly assess the quotation and pricing process to identify bottlenecks or improvement areas.
• Build and manage a knowledge base for quotation scenarios, pricing rules, and frequently asked questions.

4. Sales Team Support

• Act as the go-to contact for the sales team regarding product specifications, updated pricing, and quotation support.
• Provide guidance and support to sales admins on how to use quotation templates and follow the process.
• Assist in checking complex or customized quotation requests to ensure pricing and descriptions are accurate before client submission.

5. System & Data Management

• Ensure all product information, price structures, and approved quotations are properly recorded in internal systems (e.g. Excel files uploaded to Google Drive or ERP if applicable).
• Coordinate with finance to verify consistency in quotation vs invoice amounts and approved payment terms.
• Conduct periodic audits on product data, quotation accuracy, and payment records to ensure data integrity and compliance.