Walk me through how you managed purchase requests and approvals for a marketing-related project. What steps did you take?

Situation

During my internship at a BPO company's marketing department, I was assigned to help produce flyers and posters for a recruitment drive. This required going through the company's formal purchase request process.

Task

I had to initiate the purchase request, secure the necessary approvals, and ensure the printed materials arrived before the job fair date.

Action

I first drafted the purchase request form with item specifications, quantities, and cost estimates based on a quote I got from an accredited printer. I then routed it to my supervisor for initial approval, then to the finance manager for budget checking, and finally to the purchasing department to issue a PO. I created a simple tracker in Google Sheets with due dates for each signature. When the request sat on the finance manager's desk for three days, I politely followed up via email and then a quick chat, reminding them of the deadline. Once approved, I kept in touch with the printer to confirm delivery two days early.

Result

All approvals were completed a week before the deadline, the printer delivered on schedule, and the materials were distributed at the job fair with positive feedback. My supervisor noted my diligence in follow-ups.