Procurement Executive

Job Summary

The Procurement Executive is responsible for managing non-production procurement and

some aspects of direct material production sourcing activities such as sourcing rental

equipment and infrastructure-related services, while also handling import/export processes

and customs clearance. This dual role ensures smooth support for operations, compliance

with customs regulations, and cost-effective procurement of non-core goods and services.

The person must preferably have QS Background from a Construction industry with

Procurement exposure in order to effectively perform the job. New graduates with Quantity

Surveyor or Civil Engineering can also apply.

Job Responsibilities

1. Procurement & Cost Management & Analysing Bill of Quantities.

a. Support a new plant expansion purchases for Production materials.

b. Prepare and evaluate cost estimates for non-production procurement including

rental equipment and infrastructure services (e.g., renovation works, M&E, general

building maintenance).

c. Review supplier/contractor quotations against Bill of Quantities (BQ), scope of

works, and technical specifications to ensure value-for-money.

d. Conduct preliminary cost analysis and budgeting for upcoming service and

maintenance packages.

e. Coordinate and perform commercial evaluation of tenders for outsourced services

and infrastructure upgrades.

f. Draft and review scope of works and contract terms for service vendors, ensuring

coverage of commercial risk, timelines, and deliverables.

g. Track and report on actual vs. budgeted costs for procurement packages and service

contracts; flag any cost variations.

h. Evaluate and certify claims, invoices, and variations from service contractors in

accordance with agreed terms.

i. Liaise with internal project/QS teams for accurate quantity take-off, pricing

validation, and site-specific procurement needs.

j. Maintain a vendor rate library and cost database for benchmarking and forecasting

purposes.

1. Customs & Import/Export Management

a. Handle full set of customs documentation (K1, K2, K3, COO, invoice, BL, packing list,

Incoterms experience).

b. Liaise with freight forwarders, customs brokers, and regulatory agencies (JKDM,

MITI, SIRIM, MAQIS, etc.).

c. Ensure proper classification of HS codes and application of customs duties,

exemptions, and licensing.

d. Monitor shipment schedules and ensure timely customs clearance aligned with

project requirements.

e. Keep procurement activities aligned with internal compliance, Free Trade

Agreements (FTAs), and cost efficiency principles.

f. Experience in dealing with all sorts of Incoterms and especially in using Letter of

Credit, Bank Guarantee.

1. Continuous Improvement & Reporting

a. Identify opportunities to reduce procurement and lifecycle costs through

commercial insights, improved contract structuring, and vendor negotiation.

b. Implement cost control tools and reporting formats for better visibility across non-

production spending.

c. Support audits and reviews related to cost justifications, vendor selection, and

contract evaluations

Job Requirements

• Diploma/Degree in Quantity Surveyor (Preferred), Supply Chain Management, Business, or

related field.

• Minimum 2–3 years' experience in procurement or QS or Contract Management (those from

QS background with Procurement exposure will have an added advantage)

• Knowledge in equipment rental markets and service vendor management.

• Familiarity with custom clearance and import/export documentation is an added advantage.

• Strong negotiation, communication, and organizational skills.

• Ability to multitask and work in a fast-paced environment.

• Proficient in Microsoft Office and procurement systems (e.g., ERP, Oracle, SAP).

• Able to multitask and work under pressure to meet project and shipment deadlines.