Procurement & Subcontracting Coordinator

Position Title:
Procurement & Subcontracting Coordinator

Location:
Paka, Terengganu

Accommodation:
Provided by Dakota Integrated Services Sdn. Bhd.

Reporting To:
Procurement Manager (HQ)

Overall Purpose

To manage and coordinate all site-level procurement and subcontracting activities, ensuring timely sourcing, purchasing, and delivery of materials, consumables, and services required to support project execution and operational efficiency.

Scope of Work / Key Responsibilities
1. Material & Consumable Management

• Identify all consumables, tools, and items required at the site.
• Track daily and weekly consumption to forecast future requirements.
• Coordinate with the site team to plan advance ordering to avoid shortages.
• Ensure safe and proper storage of received materials.

2. Supplier Sourcing & Coordination

• Identify, evaluate, and register potential suppliers based on price competitiveness, lead time, and service reliability.
• Obtain and review quotations to ensure compliance with specifications and budgetary limits.
• Maintain and update the approved supplier list (ASL).
• Follow up with suppliers for order acknowledgment, manufacturing progress, delivery, and document submission (DO, Invoice, etc.).

3. Coordination with Site Team & Contractors

• Liaise closely with site engineers, supervisors, and contractors for all material and service requirements.
• Provide technical and commercial support during sourcing or clarification stages.
• Ensure all Purchase Service Requests (PSR) and Purchase Quotation Requests (PQR) are properly recorded and summarized for management review.
• Assist in resolving site procurement issues such as wrong delivery, damaged goods, or delays.

4. Procurement Documentation & Reporting

• Prepare Purchase Orders (POs) to suppliers and ensure accuracy of pricing, scope, and delivery terms.
• Submit proposal summaries to the contractor or project team for approval before final issuance.
• Maintain an up-to-date procurement tracker (RFQ → PSR/PQR → PO → Delivery → Invoice).
• Generate weekly and monthly summary reports of all procurement activities, deliveries, and outstanding items.

5. Subcontractor Coordination

• Source and engage subcontractors for specialized works when required.
• Review and verify subcontractor quotations for technical and commercial compliance.
• Coordinate mobilization schedules and ensure documentation (JKKP registration, CIDB, insurance, etc.) are complete before site entry.
• Monitor subcontractor performance and ensure timely completion of their assigned scope.

6. Financial & Compliance Control

• Verify supplier and subcontractor invoices against PO, DO, and completion reports.
• Ensure all procurement transactions follow Dakota's internal procedures and approval limits.
• Support internal and external audits related to procurement activities.
• Maintain confidentiality and integrity in all commercial dealings.

7. Continuous Improvement & Communication

• Provide input for cost reduction, supplier development, and procurement optimization.
• Escalate recurring issues and propose preventive measures.
• Maintain effective communication between the site, suppliers, subcontractors, and HQ procurement team.

Qualifications & Experience

• Diploma or Degree in
  Procurement, Supply Chain, Business Administration, or equivalent
  .
• Minimum
  3–5 years of working experience
  in
  procurement or subcontracting
  , preferably in the
  Oil & Gas, Construction, or Engineering
  industry.
• Strong knowledge of procurement processes, documentation flow, and vendor management.
• Proficient in Microsoft Excel and document reporting (tracking PSR, PQR, PO status, etc.).
• Excellent coordination, communication, and negotiation skills.
• Able to work independently and make sound decisions at site level.
• Willing to be stationed full-time in
  Paka, Terengganu
  .