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.