Buyer cum Admin

Job description

1. Purchase Order Creation and Processing
-Receiving and validating purchase requisitions from internal departments cross business
-Follow up with requesters to amend PR if it is incorrect (Cost center, GL, MDF Code, Delivery date if known)
-PO amendment if applicable
-Preparing and issuing purchase orders to suppliers accurately and on timely manner, ensuring all required details (quantities, pricing, delivery terms) are correctly captured.
-SN date update for MODP PO
-Updating requesters on Material Master, if applicable
-Ensure compliance to Procure-to-Pay (P2P) policies and procedures

2. Order Tracking and Follow-up
-Monitoring the status of open purchase orders to ensure timely delivery.
-Liaise with 3rd Party Vendors on Order Acknowledgement, delivery date, special request & etc.
-Coordinating with suppliers and internal teams to resolve any issues or delays related to orders.
-Monitoring open POs and delivery status
-Monthly review of open purchase orders that fall under inactive purchase orders through the inactive stages.
-Replying emails from Suppliers on payment status

3. Documentation and Record Keeping
-Maintaining accurate records of all purchase orders, amendments, and correspondence for audit and compliance purposes.
-Ensuring all PO documents are properly filed and accessible for reference.

4. Invoice Matching and Payment Coordination
-Matching supplier invoices with corresponding purchase orders and delivery receipts for payment approval.
-Flagging discrepancies and coordinating resolution between suppliers and internal teams.
-Provide supporting document (Proof of Delivery) and instruct warehouse for Goods Receipt posting
-Follow up on Service entry to ensure timely system posting
-Follow up and clear Readsoft open invoices

5. Reporting and Compliance
-Responding to SCM team and Controller on inactive POs
-Updating monthly OTD Report

6. User testing – Perform SAP system testing for user acceptance test
7. Logistic - Compliance to E-Invoice, ie. updating of K1 and K2 number
8. Stamp duty self assessment – Submission, payment and document tracking
9. Sales administrative task
-MDG - customer (ABB GROUP and 3rd party customer)
-MDG - vendor (ABB GROUP and 3rd party vendor)
-Credit Limit Request (CLR) creation, follow-up on documentation & approval
-DCD sales order credit case follow up
-Service Confirmation in customer portal Petronas, MLNG, etc.

10. Attend to audit queries and request

Job Requirements
-Diploma/Degree in Supply Chain, Business, Finance, or related field.
-Minimum 2–3 years’ experience in Procurement, Supply Chain, Finance Operations, or similar roles.
-Compulsory: Hands-on experience with SAP (MM/SD/FI) for PR/PO processing, GR/SES posting, invoice matching, and reporting.
-Good understanding of Procure-to-Pay (P2P) processes and vendor coordination.
-Strong skills in documentation, record keeping, and resolving discrepancies.
-Proficient in MS Office (especially Excel and Outlook).
-Strong communication, attention to detail, and ability to multitask.
-Able to support audit queries and work with cross-functional teams.