Responsibilities

1. Purchasing Operations

· Prepare and issue Purchase Orders (PO) accurately based on approved Purchase Request Forms (PRF)

· Ensure all PO details are correct before submission

· Request, collect, and compare quotations from multiple suppliers to ensure competitive pricing and terms

· Assist in negotiating prices, payment terms and delivery arrangements with suppliers

· Follow up with suppliers to confirm acceptance of PO and delivery schedule

2. Supplier Coordination and Communication

· Maintain regular communication with suppliers to track order status and resolve any issues related to delays, shortages, or product discrepancies

· Liaise with suppliers regarding lead times, product availability and urgent orders

· Build and maintain good working relationships with suppliers to ensure reliability and long-term cooperation

· Update supplier database, including contact information, price lists product information and performance history

3. Delivery and logistics Monitoring

· Track inbound deliveries and coordinate with warehouse to ensure goods received match PO and delivery documents

· Notify warehouse of expected arrival dates and provide necessary documentation

· Assist in resolving delivery problems such as wrong items, quantity differences or damaged goods

· Monitor outstanding PO and ensure timely closure after goods are received

4. Documentation and Record Management

· Maintain accurate and up-to-date purchasing records, including PO, quotations, invoices and supplier correspondence

· Organize and update procurement files according to company SOP and audit requirements

· Ensure all procurement-related documents are properly filed for traceability and compliance

· Assist in preparing weekly or monthly procurement reports for management review

5. Cost Control and Process Improvement

· Support cost reduction initiatives by identifying better pricing, alternative suppliers, more efficient purchasing methods

· Provide input on procurement planning based on demand, stock levels and supplier performance

· Assist in reviewing procurement processes and improving workflow efficiency

· Monitor price changes and provide timely updates to relevant departments

6. Cross-Department Coordination

· Work closely with Warehouse, Inventory and production teams to understand material requirements and ensure timely supply

· Provide purchasing updates to internal teams when needed (e.g., delivery delays, price changes, supplier issues)

· Support in ad-hoc tasks, urgent purchases or special projects



Requirements

· Diploma or Degree in Supply Chain Management, Business Administration, Procurement or related fields

· 1-2 years of working experience in purchasing or procurement. Fresh graduates with strong interest in this field may be considered

· Strong communication, negotiation and follow-up skills

· Detail-oriented, organized and able to work independently with minimal supervision

· Able to multitask, prioritize work and handle urgent orders professionally

· Good teamwork and able to coordinate effectively with internal teams and external teams

· Knowledge of procurement process, purchasing documentation and basic supply chain concepts is an added advantage

. Communication skills in Bahasa Melayu, English and Mandarin (Mandarin speaking candidates preferred to effectively communicate with Mandarin-speaking clients)