Administrative / Procurement Executive

Job Purpose

To manage the company’s daily administrative work and procurement activities, ensuring office and production requirements are purchased on time, at reasonable prices, and with proper documentation and records.

Key Responsibilities

1. Procurement & Purchasing

• Source and purchase materials, equipment, tools, office supplies and other items required by the company.
• Obtain quotations from suppliers and compare prices, quality, availability and delivery time.
• Prepare Purchase Orders (PO) and purchase-related documents.
• Follow up with suppliers on orders, delivery dates and outstanding items.
• Negotiate prices, payment terms and delivery arrangements where appropriate.
• Monitor stock levels and arrange purchases before items run out.
• Maintain an updated list of approved suppliers and supplier contacts.
• Check delivered goods against PO, delivery order and quantity ordered.
• Report damaged, incorrect or incomplete deliveries to suppliers.
• Coordinate with Production, Installation, Admin and other departments regarding their purchasing requirements.
• Maintain proper procurement records for audit and reference.

2. Administrative Duties

• Handle daily office administrative matters and ensure the office runs smoothly.
• Maintain proper filing of company documents, records and correspondence.
• Manage office stationery, pantry supplies and other office items.
• Conduct regular stock checks for office supplies and company items.
• Prepare letters, forms, reports, memos and other documents when required.
• Assist in maintaining company records and databases.
• Coordinate with suppliers, contractors, customers and other external parties when required.
• Handle incoming calls, emails and general enquiries.
• Assist management with administrative tasks and ad-hoc assignments.

3. Invoice & Payment Coordination

• Check supplier invoices against PO and Delivery Order (DO).
• Submit verified invoices and supporting documents to Finance for payment.
• Follow up on outstanding supplier invoices and payment status when required.
• Ensure purchasing documents are complete and properly filed.

4. Inventory & Company Items

• Monitor stock levels of commonly used materials and office supplies.
• Assist in stock take and maintain accurate inventory records.
• Report shortages, damaged items or unusual stock discrepancies to management.
• Ensure company property and purchased items are properly recorded and accounted for.

5. Coordination with Departments

• Communicate with Production and other departments regarding material requirements.
• Confirm specifications, quantities and required delivery dates before placing orders.
• Coordinate urgent purchases when required for ongoing projects.
• Ensure materials are available according to project and production schedules.

Requirements

• Diploma/Degree in Business Administration, Procurement, Supply Chain Management or a related field is preferred.
• 2–3 years of relevant experience in administration, purchasing or procurement.
• Experience in a manufacturing, construction, signage or similar industry will be an advantage.
• Good communication and negotiation skills.
• Able to communicate with suppliers professionally.
• Good organisational and time-management skills.
• Able to work independently and follow up on tasks.
• Good knowledge of Microsoft Office, especially Excel and Word.
• Experience with purchasing/ERP/accounting systems is an advantage.
• Able to handle multiple tasks and work under pressure.
• Possess a valid driving licence and own transport would be an advantage.