Purchasing Executive cum Administrative Executive

5 hours ago

Sandakan, Sabah, Malaysia Private Advertiser Full time 40,000 - 80,000 per year
Job Description: Purchasing Executive cum Administrative Executive

As the Purchasing Executive cum Administrative Executive of a building contractor company, you will be responsible for supporting the company's daily administrative operations and managing the procurement of materials, equipment, and services. You are expected to maintain proper records of purchases, ensure cost efficiency, and assist with basic bookkeeping tasks in coordination with the accounts department.


1. Purchasing & Procurement

  • Source and obtain competitive quotations from suppliers and subcontractors.
  • Evaluate supplier pricing, quality, and delivery performance before recommending purchase.
  • Prepare purchase orders (POs) and ensure proper authorization prior to issuance.
  • Coordinate and follow up on delivery schedules, ensuring materials arrive according to site requirements.
  • Maintain an updated supplier/vendor list and material price database.
  • Work closely with the site and project team to forecast material requirements and avoid shortages or overstocking.
  • Verify supplier invoices and delivery orders before submission to the accounts department for payment.
  • Ensure compliance with company procurement policies and documentation procedures.

2. Administrative Support

  • Handle general office administration such as filing, correspondence, travel arrangements, and scheduling.
  • Maintain accurate company records, including project documentation, licenses, and correspondence.
  • Assist in managing company assets, stationery, and office supplies.
  • Prepare and distribute meeting minutes, memos, and reports when required.
  • Support HR-related documentation such as attendance records, leave applications, and employment files.
  • Liaise with external parties such as suppliers, contractors, service providers, and government agencies.

3. Bookkeeping & Financial Assistance

  • Assist in maintaining petty cash records, supplier payment schedules, and monthly expense reports.
  • Support the Accounts Department in data entry, invoice verification, and payment preparation.
  • Help reconcile supplier statements and ensure timely submission of payment documentation.
  • Maintain proper filing of financial and purchasing documents for audit reference.
  • Ensure that all procurement and payment activities comply with accounting standards and company policies.

4. General Responsibilities

  • Ensure confidentiality and accuracy in handling company financial and administrative data.
  • Maintain good communication and coordination between the office, site teams, and management.
  • Carry out any other duties as assigned by the management to support company operations.

Qualifications

  • Diploma or Degree in Business Administration, Accounting, or related field.
  • Minimum 2 years of working experience in purchasing, administration, or bookkeeping (construction background preferred).
  • Familiar with Microsoft Office, especially Excel, and accounting systems (e.g., SQL, AutoCount, or CSS).
  • Good negotiation, communication, and multitasking skills.
  • Detail-oriented, organized, and able to work independently with minimal supervision.

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