Purchasing & Admin Executive

Key Responsibilities

Purchasing & Procurement

• Manage and control the company’s purchasing activities to ensure timely and cost-effective procurement of materials, parts and consumables.
• Source parts and materials based on customer drawings, specifications and requirements, and liaise with suppliers to obtain pricing and quotations for internal/customer approval.
• Evaluate and compare supplier quotations and negotiate pricing, lead times and other commercial terms to achieve competitive purchasing costs.
• Process approved Purchasing Requisitions and issue Purchase Orders to suppliers in accordance with company procedures.
• Follow up with suppliers on order status, delivery schedules and any outstanding purchasing matters.
• Address and resolve purchasing-related issues, including delays, shortages, quality concerns and discrepancies.

Supplier Management

• Maintain and update the Approved Supplier List to ensure supplier information and approval status are kept current.
• Maintain proper records of supplier evaluations and supporting documentation.
• Conduct and/or coordinate periodic supplier performance reviews, including assessment of quality, delivery, pricing and responsiveness.
• Liaise with suppliers to resolve performance issues and follow up on corrective actions where required.

Inventory & Materials Management

• Monitor inventory levels of raw materials, purchased parts and consumables to ensure adequate stock availability for production and operations.
• Coordinate the receipt of incoming purchased materials and consumables, and ensure quantities and relevant documentation are properly recorded.
• Work closely with internal departments to identify material requirements and resolve purchasing, inventory and delivery issues.

Finished Goods & Delivery Administration

• Prepare finished goods for delivery in accordance with delivery requirements and schedules.
• Prepare and issue Delivery Orders and maintain proper records of outgoing deliveries.
• Coordinate with relevant internal departments and/or customers on delivery arrangements where required.

General Administration

• Maintain accurate and up-to-date purchasing, supplier, inventory and delivery records.
• Ensure purchasing documentation and records are properly filed and maintained for traceability and audit purposes.
• Perform other purchasing and administrative duties as assigned by the management.

Qualification & Requirements

• NITEC or higher qualification in Purchasing, Supply Chain, Business Administration or a related field.
• 1–3 years of relevant experience in purchasing or procurement.
• Proficient in Microsoft Office and other relevant computer applications (Synergix).
• Good knowledge of purchasing processes, controls and documentation.
• Able to work independently with minimal supervision and manage multiple purchasing activities effectively.
• Good communication and interpersonal skills, with the ability to liaise effectively with suppliers and internal departments.
• Strong negotiation, coordination and problem-solving skills.
• Detail-oriented, organised and able to follow up on purchasing matters in a timely manner.