Procurement Executive

Key Responsibilities

1. Procurement & Tender Support
-Source, evaluate, and negotiate with suppliers in accordance with approved government tender specifications.
-Obtain quotations and prepare price comparison analysis.
-Issue Purchase Orders (PO) and monitor delivery timelines.
-Communicate with suppliers and vendors to obtain pricing, specifications, and supporting details.
-Compare supplier quotations and conduct basic cost evaluations to ensure competitive and viable pricing.
-Ensure procurement activities comply with government contract terms and audit requirements.
-Coordinate with project, finance, and contract teams for material planning and cost control.
-Assist in preparing cost breakdown and supporting documents for tender submissions.
-Maintain proper documentation of quotations, PO, delivery orders (DO), invoices, and contracts.
-Monitor supplier performance and resolve supply issues.

2. Contract & Compliance Coordination
-Ensure purchased items meet tender specifications and contractual obligations.
-Track contract budgets and prevent cost overrun.
-Assist in variation order documentation and claims submission.
-Liaise with vendors, government agencies, and internal departments for clarifications.
-Maintain updated company registrations (MOF, CIDB, SSM, etc.) when required.
-Identify and monitor government tender opportunities (ePerolehan, ministry portals, etc.).
-Communicate and provide regular updates to internal stakeholders regarding tender strategies and bid progress.
-Ensure compliance with procurement requirements and contract conditions set by government or private sector entities.
-Analyze the outcomes of previous tenders to improve future bidding strategies.
-Ensure compliance with government procurement policies and statutory requirements.

3. Administrative Functions
-Support daily office administration and ensure smooth operations.
-Manage office supplies, equipment procurement, and asset records.
-Coordinate meetings, prepare minutes, and manage documentation filing systems.
-Handle correspondence, official letters, and document submissions to authorities.

Requirement & Qualifications
-Diploma or Bachelor’s Degree in Business Administration, Quantity Surveying, Project Management, or related field.
-Minimum 2–5 years of experience in government tendering and contract administration.
-Familiar with Malaysian government procurement systems (ePerolehan, MOF registration, CIDB, etc.).
-Experience in tender preparation or project contract documentation is required
-Strong understanding of contract terms, commercial clauses, and tender documentation.
-Good analytical, negotiation, and coordination skills & proficiency in Bahasa Malaysia & English is must.
-Detail-oriented with strong documentation and time management skills.
-Proficient in Microsoft Office (Excel, Word, PowerPoint).