Purchasing Executive

The Purchasing Executive supports QXY’s construction projects by managing day-to-day procurement activities and ensuring the timely and cost-effective sourcing of materials, equipment and services. The role is responsible for processing material requisitions, sourcing suppliers, evaluating quotations, preparing purchase orders, coordinating deliveries and maintaining accurate procurement records.

The Purchasing Executive works closely with suppliers, project teams, Logistics, Finance and other internal departments to ensure that procurement requirements are fulfilled according to approved specifications, budgets, timelines and company procedures, thereby supporting uninterrupted project delivery.

Key Duties and Responsibilities

Procurement Execution

1. Process material requisitions from project teams and prepare Requests for Quotation (RFQs) based on the required specifications and quantities.
2. Source suitable suppliers and obtain competitive quotations for materials, equipment and services.
3. Prepare quotation comparisons and recommendations for review and approval by the Procurement Manager.
4. Prepare and issue purchase orders accurately based on approved quotations, specifications and procurement decisions.
5. Monitor order status and follow up with suppliers to ensure materials and equipment are delivered according to the agreed schedule.

Documentation and Controls

1. Verify delivery orders, invoices, prices and quantities against approved purchase orders before submitting the documents to Finance.
2. Maintain complete and accurate procurement records to support audits, compliance requirements and future reference.
3. Liaise with suppliers regarding incomplete documents, delivery discrepancies, damaged or incorrect items and credit notes.

Coordination and Administrative Support

1. Coordinate with Logistics, suppliers and project teams regarding delivery arrangements, movement tracking and procurement-status updates.
2. Maintain procurement filing systems, update relevant trackers and provide general administrative support for procurement-related activities.

Job Experience, Functional Knowledge and Qualifications

• Diploma or Degree in Business Administration, Procurement, Supply Chain Management or a related discipline.
• Minimum 2 years of relevant experience in procurement or purchasing, preferably within the construction or built-environment industry.
• Good knowledge of construction materials, equipment and site operations.
• Experience in supplier sourcing, RFQ preparation, quotation evaluation and purchase order processing.
• Familiarity with delivery coordination, invoice verification and procurement documentation.
• Understanding of procurement procedures, internal controls and ISO documentation standards.
• Proficient in Microsoft Office, particularly Excel, and familiar with procurement or ERP systems.
• Good communication, coordination and negotiation skills when dealing with suppliers and internal stakeholders.
• Strong organisational and time-management skills with close attention to detail and accuracy.
• Resourceful and proactive, with the ability to manage multiple purchasing requirements and meet project deadlines.
• Able to work independently while collaborating effectively in a team-oriented environment.
• Positive attitude, strong sense of responsibility and willingness to learn.