Purchasing Executive

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Job Summary

The Purchasing Executive is responsible for managing and executing all procurement activities across the company and its group of companies and affiliated entities (the "Group"). This role ensures that goods, materials, and services are sourced efficiently, cost-effectively, and in compliance with company policies and industry standards of the Group. The position also plays a vital role in establishing procurement-related SOPs and coordinating logistics to support smooth operations of the Group.

Key Responsibilities

• PROCUREMENT OPERATIONS
• Manage end-to-end purchasing activities for the company and its subsidiaries, including sourcing, quotation evaluation, negotiation, purchase order issuance, and tracking.

COST & CONTRACT MANAGEMENT

• Negotiate pricing, contractual terms, delivery schedules, and payment conditions to secure the best value for the group.
• Monitor market trends, price changes, and supply chain risks to support strategic purchasing decisions.
• Review supplier contracts and ensure compliance with procurement policies.

SUPPLIER RELATIONSHIP MANAGEMENT

• Build and maintain strong, professional relationships with suppliers and service providers.
• Proactively follow up with suppliers to ensure on-time delivery and address potential delays.
• Conduct supplier evaluations based on quality, cost, delivery, and reliability.
• Administer the ISO-approved vendor process: send assessment documents, collect relevant certificates, and evaluate suppliers for inclusion in the approved vendor list.
• Address and resolve issues related to delivery discrepancies, product quality, or invoice mismatches.

DOCUMENTATION, SOPs & COMPLIANCE

• Prepare and maintain all procurement documentation, including PRs, POs, quotations, DOs, and related records.
• Implement standard pre-qualification steps, such as sending Non-Disclosure Agreements (NDAs) to suppliers before initiating a Request for Quotation (RFQ).
• Develop, implement, and continuously improve Standard Operating Procedures (SOPs) for procurement and inventory handling across the company and subsidiaries.
• Ensure all procurement processes follow internal control requirements, audit standards, and regulatory compliance.
• Support during audits, month-end closing, and budgeting cycles.

LOGISTICS COORDINATION

• Coordinate with logistics service providers, freight forwarders, and internal teams for local and international shipments.
• Execute end-to-end order logistics: place orders with correct shipping details (Incoterms, HS Code, country of origin, currency) and proactively inform and coordinate with the warehouse/logistics team for receipt and inventory management.
• Ensure procurement data supports smooth customs clearance by obtaining and validating accurate information from suppliers, including HS Codes, commercial invoice details, and eligibility for Certificates of Origin.
• Arrange and monitor shipping schedules, customs documentation, import/export compliance, and timely delivery of goods.
• Optimize freight routes, shipping methods, and logistics cost where possible.
• Work closely with warehouse/logistics teams to ensure proper receiving of materials and accuracy of inventory records.

CROSS-DEPARTMENTAL COLLABORATION

• Collaborate with Operations, Finance, Technical, and Subsidiary Teams to understand procurement needs and provide timely updates.
• Standardize procurement practices across subsidiaries to improve efficiency and consistency.
• Provide procurement support, recommendations, and market insights to internal stakeholders.

Qualifications

• Bachelor's degree: in a relevant field such as Business; Economics; Supply Chain Management; Procurement, Logistic; or a related field
• Professional certifications (e.g., CIPS, CPSM) are an advantage.

Skillsets

• Strong negotiation and supplier management skills.
• Good understanding of logistics coordination and shipping procedures.
• High attention to detail with strong analytical and organizational skills.
• Problem-solving abilities to navigate unexpected situations.
• Detail-oriented and organized, with the ability to manage multiple tasks.
• Ability to work independently and in a team collaboratively in a fast-paced environment.
• Ability to work under pressure and manage multiple requests.
• Strong integrity, responsibility, and teamwork spirit.

Minimum Years of Experience

• 1 year of experience in a related field.

Job Type: Full-time

Pay: From RM3,000.00 per month

Benefits:

• Flexible schedule
• Free parking
• Health insurance
• Maternity leave
• Opportunities for promotion
• Parental leave
• Professional development

Education:

• Bachelor's (Required)

Language:

• Mandarin (Preferred)
• English (Required)

License/Certification:

• Car license and a car (Preferred)

Work Location: In person