Buyer Admin Executive

About the role

We are looking for a responsible and detail-oriented Buyer Admin Executive to provide administrative and coordination support to the Buying/Merchandising team. The successful candidate will assist with supplier documentation, product and pricing records, promotional activities, purchase-related administration, and day-to-day coordination between buyers, suppliers, branches, and internal departments. This role is suitable for someone who is organized, comfortable working with large amounts of product and supplier information, and able to follow up closely on multiple deadlines in a fast-paced retail environment.

Key responsibilities

• Provide day-to-day administrative and coordination support to the Buyer and Buying/Merchandising team
• Assist with new supplier and new product/SKU documentation, ensuring required information and supporting documents are complete
• Maintain and update supplier, product, pricing, listing, and other purchasing-related records
• Coordinate and follow up with suppliers on product information, quotations, price changes, promotional submissions, and required documentation
• Assist Buyers in preparing and processing product listing, price changes, promotional activities, and other related submissions
• Ensure approved pricing, promotion, product, and supplier information is accurately recorded and submitted for system updates within the required timeline
• Assist in preparing purchasing, sales, stock, promotion, and supplier-related reports for the Buying team
• Follow up on outstanding documents, approvals, supplier matters, and other action items to ensure timely completion
• Coordinate with internal departments such as Finance, Operations, Inventory/MIS, Marketing, and branches on purchasing and supplier-related matters
• Maintain proper filing and documentation of supplier agreements, quotations, promotional forms, product information, and other relevant records

About you

• Minimum Diploma in Business Administration, Purchasing, Supply Chain, Retail Management, or a related field
• At least 1–3 years of relevant experience in purchasing administration, buying support, merchandising administration, retail operations, or a related function
• Experience in the retail, supermarket, FMCG, or grocery industry is preferred
• Proficient in Microsoft Office, particularly Microsoft Excel
• Good administrative, documentation, data-entry, coordination, and follow-up skills
• Detail-oriented and able to work accurately with product codes, pricing, supplier information, and large amounts of data
• Able to manage multiple deadlines and follow up on outstanding matters independently
• Good communication and interpersonal skills when dealing with suppliers and internal departments
• Proficiency in Mandarin is preferred, as the role may require communication and coordination with Mandarin-speaking suppliers and business partners
• Able to work independently as well as collaboratively in a fast-paced retail environment