Position Details

Position Title: Purchasing Executive
Department: Operations / Supply Chain
Reporting To: Finance Manager
Functional Coordination With: Production, Warehouse/Stores, Logistics & Customs, Finance/Accounts Payable

Job Purpose

Responsible for executing day-to-day purchasing activities for production consumables, maintenance parts, and related materials, ensuring timely, cost-effective, and compliant procurement in line with company policies and regulatory requirements.

Key Responsibilities

Purchasing Operations

·        Process purchase requisitions and issue purchase orders in accordance with approved authority limits and company policies.

·        Coordinate quotations, price comparisons, and vendor selection for production consumables and maintenance parts, ensuring the best value while meeting quality and delivery requirements.

·        Monitor order status, follow up closely on outstanding purchase orders, and ensure timely delivery to support production schedules and minimize operational disruption.

·        Arrange shipment schedules and coordinate with relevant internal and external parties to ensure smooth procurement execution.

Supplier and Market Management

·        Source, evaluate, and maintain relationships with local and overseas suppliers.

·        Maintain up-to-date supplier records, price lists, and supporting procurement documentation.

·        Work with suppliers to resolve issues relating to delivery, shortages, pricing discrepancies, and service performance.

Compliance, Documentation, and Reporting

·        Prepare monthly customs-related reports and maintain proper documentation for customs, MIDA, and SST requirements.

·        Ensure procurement records are accurate, complete, and properly filed for audit and compliance purposes.

·        Update purchasing transactions and supplier information in the ERP system accurately and on time.

·        Prepare periodic purchasing reports, outstanding PO reports, and other analyses as required by Management.

Cross-Functional Coordination

·        Collaborate closely with Production and Warehouse teams to understand material requirements and support smooth operations.

·        Liaise with Finance/Accounts Payable to resolve discrepancies between purchase orders, goods received, and supplier invoices.

·        Coordinate with Logistics and Customs support functions on shipment and documentation matters.

Continuous Improvement

·        Support cost-saving and process improvement initiatives through supplier comparison, sourcing alternatives, and better purchasing practices.

·        Contribute to improvements in procurement controls, documentation standards, and reporting accuracy.

Key Performance Indicators

·        Timely issuance and follow-up of purchase orders.

·        On-time delivery performance for production-related materials.

·        Accuracy and timeliness of customs, MIDA, and SST documentation.

·        Accuracy of purchasing records and ERP updates.

·        Responsiveness in resolving supplier and internal coordination issues.

Qualifications and Experience

Required

·        Advanced Diploma or Degree in Supply Chain Management, Logistics, Business Administration, or a related field.

·        At least 3 years of experience in purchasing, procurement, or supply chain operations.

·        Proficiency in Microsoft Office applications, especially Excel, Word, and PowerPoint.

·        Good communication, negotiation, and coordination skills.

·        Strong sense of urgency, attention to detail, and proactive problem-solving ability.

Preferred

·        Experience in a manufacturing environment.

·        Familiarity with ERP systems such as SAP.

·        Exposure to customs, MIDA, and SST documentation processes and compliance.

·        Ability to communicate in Mandarin to liaise with China-based suppliers is an added advantage.

Competencies and Attributes

·        High integrity and compliance mindset.

·        Good organizational and time management skills.

·        Able to work independently while coordinating effectively with cross-functional teams.

·        Detail-oriented with good numerical and documentation accuracy.

·        Able to work under pressure and manage multiple priorities.

Notes

Remuneration and benefits package commensurate with qualifications and experience.