Purchasing cum Administrative Executive

Department: Purchasing, Finance and Administration

Location: PAUL Malaysia (Head Office)

Reporting To: Head of Finance

The Purchasing cum Admin Executive plays a key role in supporting both the purchasing and administration functions of PAUL Malaysia. This role ensures smooth coordination between departments, efficient procurement processes, and accurate documentation while maintaining compliance with company policies and operational standards.

The successful candidate will be responsible for managing purchasing activities, administrative documentation, and office coordination to support the overall efficiency of our bakery and outlet operations.

1. Purchasing

2. Source and liaise with suppliers for bakery, packaging, and operational items.

3. Prepare and process purchase requisitions, purchase orders, and supplier quotations.

4. Monitor and track delivery schedules, ensuring timely receipt of goods.

5. Maintain supplier database, price lists, and vendor performance records.

6. Coordinate with Finance for invoice verification, payment, and documentation.

7. Data Entry & Reporting

8. Maintain accurate and up-to-date administrative and purchasing records.

9. Compile weekly/monthly reports on stock movements, purchases, and outlet requirements.

10. Ensure accuracy in data entry and timely submission of operational reports.

11. Document Management

12. Organize, file, and maintain all purchasing and administrative documentation including requisitions, purchase orders, and licenses.

13. Ensure proper filing system for easy retrieval and audit readiness.

14. Communication & Coordination

15. Facilitate clear communication between departments, suppliers, and outlets.

16. Prepare internal memos, correspondence, and notifications as required.

17. Support coordination of outlet requirements with relevant departments (Finance, HR, and Operations).

18. HR & Administration Support

19. Provide administrative support for staff hostel management and outlet operations.

20. Handle general office administrative duties, supplies, and maintenance coordination.

21. Inventory & Stock Management

22. Assist in monitoring stock levels and usage to avoid shortages or overstocking.

23. Coordinate with store and outlet teams to ensure accurate stock movement records.

24. Track and reconcile delivery orders, invoices, and purchase records.

25. Compliance & Record Keeping

26. Maintain up-to-date records of business licenses, permits, inspections, and certifications related to outlets, hostels, and the head office.

27. Ensure all documents are compliant with company policy and relevant authorities' requirements.

28. Ad Hoc Tasks

29. Support any administrative or operational task assigned by Management.

30. Participate in company events, audits, and other projects when required.

• Minimum 1–2 years of working experience in an F&B service or retail environment.

• Possess at least a Diploma or Bachelor's Degree in Business Studies, Administration, Management, Finance, or Accountancy (or equivalent).

• Candidates with strong administrative or operations background in the F&B industry are encouraged to apply.

• Proactive, responsible, organized, and detail-oriented with strong sense of ownership.

• Able to work independently with minimal supervision and manage multiple priorities effectively.

• Strong communication and interpersonal skills; proficient in Microsoft Office applications (Word, Excel, PowerPoint).

• Excellent command of English and Bahasa Malaysia (written and spoken).

• Malaysian citizen only.

• Priority given to candidates who are available to join on short notice.

At PAUL Malaysia, we take pride in our people as much as in our products. Joining our team means being part of a warm, collaborative, and growing environment where dedication and initiative are valued. You'll be empowered to develop your skills while contributing to the success of a world-renowned French bakery brand.