Procurement Executive

Job Description
We are looking for an experienced Procurement Executive to join our team in Penang to manage procurement activities efficiently and effectively, ensuring timely sourcing of materials and services in alignment with organizational goals and compliance requirements.

Job Requirements

• Bachelor's degree in Supply Chain Management, Procurements, Logistics Management, Commerce, Science, Business Management, Engineering or a related field.
• Minimum 5 years of experience in procurement, purchasing, or supply chain operations.
• Working experience or knowledge with an international company of Engineering, Procurement, Construction & Commissioning (EPCC) is preferred.
• Strong business and operations acumen with a good command of Procurement and Supply Chain processes and solutions.
• Highly analytical and strong negotiation skills.
• A person who follows up and follows through work commitments.
• Familiar with standard office software (e.g., Microsoft Office Suite).
• Proficient in English and excellent communication skills both written and verbal.
• Meticulous with a sense of urgency and able to work on his/her own initiative with minimum supervision.
• Good interpersonal skills with a positive attitude.
• Teamwork and collaboration skills.
• Working experience with ERP systems will be considered an added advantage.

Job Responsibilities

Procurement Operation Management:

• Ensure that all materials are purchased according to specification and within the agreed timeline.
• Source and negotiate prices for materials and delivery with vendors, shipping, and forwarding companies to secure advantageous terms.
• Work with Factory, Engineering, Project Management, and Project Accounting to control project budgets and promote long-term savings.
• Ensure Purchase Orders (POs) are issued, approved, encoded in the Xero System, acknowledged by vendors, and saved in relevant folders.
• Update PO Summary and Project Purchasing Plan applicable.
• Generate and send Unpriced POs to Store, Logistics, and Site Personnel upon approval.
• Monitor POs from issuance to closure, resolving discrepancies or disputes internally and externally.

Vendor and Relationship Management:

• Register new vendors and update the Approved Vendor List.
• Monitor vendor performance, assessing their ability to meet quality and delivery requirements.
• Identify and qualify new vendors in collaboration with other departments.
• Work with vendors to establish Framework Agreements for consumables or regularly used materials.
• Communicate regularly with vendors to update the status of shipments.
• Resolve invoice and delivery discrepancies with vendors before submitting for payment approval.

Documentation:

• Ensure all procurement activities comply with company policies, Quality Management Procedures, Health and Safety, and statutory requirements.
• Follow all quality directives from the Quality Department.
• Verify invoices and delivery orders against acknowledged POs before payment approval.
• Prepare full sets of shipping documentation for customs declaration and clearance (e.g., Delivery Order, Invoice, Packing List).

Coordination:

• Liaise with transporters, forwarders, warehouse, and vendors to ensure accurate and timely delivery of goods.
• Update shipment delivery and arrival dates.
• Coordinate with Receiving Team (Storekeeper, Project Engineer) to ensure materials delivered match the PO in quantity and quality.
• Identify optimal shipment and transportation routes with attention to warehousing and distribution consolidation.
• Facilitate incoming and outgoing shipments for Factory, Projects, and Non-Projects.
• Manage shipment flow, including delivery pickup and drop-off schedules.

Support:

• Work closely with the Factory to monitor and replenish inventory of consumables.
• Extend support to Factory/Engineering team during costing/proposal stages when required.
• Coordinate and supervise packers and workers on finished goods packing, if required.
• Support and assist in any other shipping activities as needed.