Admin and Procurement

Position: Admin & Procurement Executive
Company: KL Energy Industries Sdn. Bhd.

Job Summary

Manage daily office administration and procurement activities to ensure materials, equipment and services are purchased accurately, delivered on time and within approved budgets.

Key Responsibilities

Administration

• Handle daily office administration, correspondence, filing and document control.
• Maintain organised records of contracts, purchase orders, delivery orders, invoices and company documents.
• Monitor office supplies, equipment and administrative expenses.
• Coordinate meetings, appointments and arrangements for management and project teams.
• Monitor company licence, insurance and permit renewal dates.
• Assist with attendance records, staff claims and administrative support as required.

Procurement

• Obtain supplier quotations and prepare price comparisons for approval.
• Evaluate suppliers based on price, quality, availability, payment terms and delivery performance.
• Negotiate pricing and commercial terms within the authority given by management.
• Prepare purchase orders based on approved purchase requisitions and budgets.
• Coordinate with project and site teams to confirm specifications, quantities and required delivery dates.
• Follow up on orders and deliveries to support project schedules.
• Check purchase orders, delivery orders and supplier invoices for discrepancies before submitting them to Accounts.
• Coordinate the resolution of shortages, defective materials, incorrect deliveries and returns.
• Maintain supplier records, procurement trackers and outstanding order reports.
• Ensure purchases follow company approval procedures and keep management informed of cost changes or delivery delays.

Requirements

• Diploma or equivalent in Business Administration, Supply Chain Management, Procurement or a related field.
• Preferably at least two years of relevant experience; construction industry experience is an advantage.
• Proficient in Microsoft Excel, Word and email correspondence.
• Good negotiation, communication, organisational and follow-up skills.
• Able to manage multiple requests and work closely with suppliers, Accounts and site personnel.
• Good command of Bahasa Malaysia and English.

Reporting To: Management / Project Manager, as assigned.

Key Performance Indicators

Timely delivery of purchases, accurate procurement documentation, competitive purchasing costs, up-to-date records and compliance with approved budgets and purchasing procedures.