Purchase Request (PR) Analysis Analyze Purchase Requests (PR) from vessels or operational teams to ensure requirements are valid, operationally justified, and appropriately prioritized. Review vessel purchase history to prevent duplicate purchases or procurement of items that are still available in stock. Vendor, Maker, and Authorized Distributor Sourcing Source and select vendors, makers, or authorized distributors for marine spare parts, equipment, consumables, and vessel-related services. Ensure authenticity (genuine/OEM) and compatibility of items with vessel machinery and systems. Verify retrofit, equivalent, or second-hand options for obsolete or discontinued items based on relevant technical references. Quotation Analysis and Evaluation Review quotations from both technical and commercial perspectives, including pricing, specifications, lead time, delivery terms (Incoterms), and warranty. Prepare comparison sheets as the basis for vendor selection recommendations. Quotation Follow-Up Actively follow up with vendors until complete quotations are received. Coordinate with vessel engineers, technical superintendents, or technical teams to clarify part numbers, serial numbers, equipment models, and other technical data. Purchase Negotiation and Import Handling Negotiate pricing, delivery schedules, and payment terms to obtain the most favorable purchasing conditions. For overseas procurement, ensure accuracy of HS Codes, freight costs, pickup locations, and estimated import costs (duties, taxes, handling charges). Internal and Logistics Coordination Coordinate with vessel operations and technical teams regarding procurement requirements and vessel schedules. Coordinate with logistics and shipment teams to ensure delivery to ports, warehouses, or appointed agent locations as planned. Item Code and Inventory System Review Review and validate item codes, part numbers, and item descriptions in the system (Ascend) prior to Purchase Order (PO) issuance. Coordinate with Logistics Administration to ensure inventory data and item master records are properly updated. Item Quality and Performance Review Evaluate the quality and performance of supplied items based on feedback from vessels or technical teams. Identify potential quality or compatibility issues for vendor performance evaluation. Purchase Order (PO) Issuance Prepare and issue Purchase Orders (PO) in accordance with the company’s approval matrix and procurement procedures. Ensure all supporting documents are complete and accurately recorded in the system. PO Monitoring and Expediting Monitor and expedite Purchase Orders, particularly for critical, urgent, or off-hire risk items. Ensure goods are delivered in accordance with agreed schedules and specifications. Reporting and Communication Provide regular updates on procurement status to internal stakeholders. Prepare periodic reports on purchasing activities and procurement status.

Medan