Admin Executive (Purchasing)

Job Summary

The Admin Executive (Purchasing) supports the procurement team with the day-to-day administration of purchasing activities. This includes preparing purchase orders, liaising with suppliers, maintaining purchasing records and making sure orders are placed and delivered on time, at the right price and in the right quantity.

Key Responsibilities

• Prepare and issue purchase orders (PO) based on approved purchase requisitions
• Obtain quotations from suppliers and prepare price comparisons for management approval
• Follow up with suppliers on order confirmation, delivery schedules and outstanding orders
• Coordinate with warehouse and user departments on stock requirements and delivery arrangements
• Maintain and update supplier records, price lists and contracts in the system
• Match PO, DO/GRN and supplier invoices, and pass them to the finance team for payment
• Handle supplier issues such as wrong items, shortages, damages, returns and credit notes
• Key in purchasing data into the ERP or inventory system accurately and on time
• Maintain organised filing of POs, quotations, delivery orders and other purchasing documents
• Prepare purchasing reports such as outstanding PO, purchase summary and supplier performance
• Assist in sourcing and evaluating new suppliers
• Support audits, stock takes and other administrative tasks assigned by management

Requirements and Qualifications

Education

• SPM, Diploma or Bachelor's degree in Business Administration, Supply Chain, Logistics or a related field

Experience

• 1 to 2 years of experience in purchasing, procurement or general admin
• Fresh graduates are welcome to apply

Skills

• Proficient in Microsoft Excel, Word and Outlook
• Experience with an ERP, inventory or accounting system is an advantage
• Understanding of the procure-to-pay process (PR, PO, DO, GRN, invoice)
• Good negotiation, communication and follow-up skills
• Strong attention to detail and numerical accuracy
• Good command of English and Bahasa Malaysia

Personal Attributes

• Organised, proactive and able to work under tight deadlines
• Able to multitask and work independently or in a team
• Honest and professional when dealing with suppliers and confidential pricing

Job Types: Full-time, Permanent, Fresh graduate

Pay: RM2,500.00 - RM2,800.00 per month

Ability to commute/relocate:

• Petaling Jaya: Reliably commute or planning to relocate before starting work (Preferred)

Location:

• Petaling Jaya (Preferred)

Work Location: In person