Purchase Data Entry Clerk Plus Palace General Contracting LLC

Job Description

Roles & Responsibilities

Desired Candidate Profile

Key Responsibilities:

Data Entry and Order Management

• Accurately enter purchase orders into both the previous system (Matrix) and new ERP system (ePromis).
• Verify delivery notes and generate Goods Receipt Notes (GRN) to document material receipts.
• Ensure the timely entry of data and update records in the ERP system, maintaining consistency between systems.
• Assist in processing invoices by verifying them against purchase orders and delivery notes before submission for payment processing.

Coordination and Communication

• Coordinate with suppliers and the site team to track orders and ensure accurate documentation.
• Collaborate with the purchasing team to provide timely updates on order statuses, addressing any issues related to deliveries or discrepancies.

Documentation and Reporting

• Maintain accurate records of all purchasing-related data, including purchase orders, delivery notes, and invoices.
• Assist in generating reports on purchasing activities, highlighting issues such as delays, discrepancies, or unprocessed orders.
• Ensure all purchasing-related documentation is properly archived and accessible for reference.

ERP System Support

• Support the purchasing team during the transition to the new ERP system (ePromis), ensuring data accuracy during the switch from ePromis.
• Assist in data reconciliation between systems, identifying and resolving any inconsistencies.

General Support

• Provide general administrative support to the purchasing team as needed, ensuring smooth operations.
• Assist in maintaining up-to-date purchasing logs, tracking data entry tasks and processing timelines.

Desired Candidate Profile

Education:

• High School Diploma or equivalent; a Bachelor’s degree in Business Administration or a related field is a plus.

· Experience:

• A minimum of 1-2 years of experience in data entry or administrative role, preferably within the construction or related industry.

· Skills:

• Proficient in using Microsoft Office tools, especially Excel.
• Basic understanding of procurement processes and purchasing systems.
• Strong attention to detail and accuracy in data entry and document verification.
• Good communication skills for coordinating with suppliers and internal teams.
• Ability to work efficiently in a fast-paced environment and handle multiple tasks.

Personal Attributes:

• Highly organized with the ability to maintain meticulous records.
• Proactive and willing to learn new systems and processes.
• Ability to work well in a team environment and support purchasing operations.
• Strong problem-solving skills and a keen eye for detail.