Purchasing Executive

Key Responsibilities

1. Purchasing & Order Management

• Prepare and process purchase orders based on stock requirements, sales demand and business needs.

• Follow up with suppliers on order confirmation, pricing, availability and delivery schedules.

• Monitor outstanding purchase orders and ensure timely delivery of goods.

• Maintain accurate purchasing records and update relevant systems accordingly.

• Ensure purchased products meet the required specifications, quality and quantity.

2. Supplier Management

• Source and evaluate suitable local and overseas suppliers based on price, quality, product availability and reliability.

• Communicate and maintain good working relationships with suppliers.

• Request and compare quotations from suppliers to obtain competitive pricing.

• Negotiate prices, payment terms, lead times and other commercial terms where applicable.

• Monitor supplier performance and highlight recurring issues to the HOD.

• Follow up with suppliers on product quality, delivery and documentation issues.

3. Import & Delivery Coordination

• Coordinate with overseas suppliers on shipment schedules and order status.

• Follow up on shipping and delivery arrangements to ensure timely arrival of goods.

• Liaise with Logistics, Warehouse and relevant internal departments on incoming shipments.

• Monitor shipment delays and take appropriate follow-up actions with suppliers.

• Assist in resolving quantity, quality, damaged goods and delivery discrepancies.

4. Inventory & Product Availability

• Monitor stock levels and purchasing requirements to support uninterrupted product supply.

• Work closely with the Warehouse and relevant departments on stock availability and replenishment needs.

• Review outstanding orders and expected deliveries to identify potential stock shortages.

• Communicate product availability and expected arrival dates to relevant internal teams.

• Assist in managing slow-moving or excess inventory where required.

5. Pricing & Product Information

• Maintain updated supplier pricing and product information.

• Compare supplier quotations and pricing to support purchasing decisions.

• Monitor changes in supplier prices and communicate significant changes to the HOD.

• Assist in sourcing new products or alternative suppliers when required.

• Maintain accurate records of supplier information, product specifications and pricing.

6. Documentation & Administration

• Prepare purchase orders, purchase requisitions and other purchasing documents.

• Ensure purchasing documents are complete and properly maintained.

• Check supplier invoices against purchase orders and relevant supporting documents.

• Maintain proper filing of purchase orders, quotations, supplier correspondence and related documents.

• Prepare purchasing reports as required.

• Update purchasing information in the ERP/purchasing system accurately and on time.

7. Internal Coordination

• Work closely with Sales, Customer Service, Warehouse, Logistics, Finance and other departments on purchasing requirements.

• Provide updates on purchase orders, product availability and expected delivery dates.

• Respond to internal enquiries relating to product availability, pricing and order status.

• Follow up on issues affecting product availability and escalate unresolved matters to the HOD.

8. Compliance & Process Improvement

• Ensure purchasing activities comply with company policies, procedures and approval requirements.

• Maintain proper documentation and records for audit purposes.

• Identify opportunities to improve purchasing processes and supplier management.

• Keep updated on relevant purchasing and supply chain practices.

Requirements

• Diploma or Degree in Purchasing, Supply Chain, Logistics, Business Administration or a related discipline.

• 2–4 years of relevant experience in purchasing, procurement or supply chain.

• Experience in food distribution, FMCG or import/export purchasing will be an advantage.

• Experience dealing with overseas suppliers is preferred.

• Good negotiation and supplier management skills.

• Proficient in Microsoft Office, particularly Excel.

• Experience with ERP system (SAP S4 Hana) will be an advantage.

• Good numerical and analytical skills.

• Good attention to detail and accuracy.

• Good communication and interpersonal skills.

• Good organisational and time-management skills.

• Able to work independently and manage multiple priorities.

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

• Detail-oriented with a high level of accuracy in work.

Key Competencies

• Purchasing and order management

• Supplier management

• Negotiation skills

• Product and price comparison

• Inventory awareness

• Communication and coordination

• Problem-solving

• Attention to detail

• Organisation and time management

• Teamwork

Key Performance Indicators (KPIs)

• Timely placement and processing of purchase orders

• On-time delivery of purchased products

• Product availability and reduction of stock shortages

• Purchasing price competitiveness

• Supplier performance and responsiveness

• Accuracy of purchase orders and purchasing records

• Timely resolution of supplier and delivery issues

• Accuracy and completeness of purchasing documentation

• Compliance with purchasing procedures and approval requirements

• Effective coordination with internal departments

Mon - Fri (830am - 545pm), Alternate Sat (830am -1230pm)

Applicants who possess relevant experience for the above responsibilities are most welcome to apply. If you do not possess the above experience, your application will still be considered on individual merits and you may be contacted for other opportunities.

Please submit your updated resume in MS Words format by using the APPLY NOW BUTTON.

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**We regret to inform that only shortlisted candidates would be notified.

Ong Wei Keong Daniel

Reg No: R1547082

EA Licence: 06C2859 (MCI Career Services Pte Ltd)

Whatsapp: +65 6990 0460

Email: [email protected]