Executive, Purchasing

Key Responsibilities:

1. Issue Purchase Orders (POs) accurately and in a timely manner, ensuring all required specifications, supporting documents, and approvals are obtained before issuance.
2. Source and obtain quotations from suppliers for goods and services in accordance with company procurement procedures.
3. Compare quotations based on price, quality, lead time, and delivery terms, and prepare summary comparisons for review where required.
4. Liaise with suppliers on quotations, order confirmations, lead times, delivery schedules, and required documentation.
5. Monitor outstanding purchase orders and follow up with suppliers to ensure on-time delivery of materials and services.
6. Coordinate with requesting departments, warehouse, and finance to ensure procurement requirements are fulfilled efficiently.
7. Resolve routine purchasing issues, including delivery discrepancies, quantity shortages, damaged goods, and invoice-related matters, by coordinating with relevant parties.
8. Maintain accurate purchasing records, supplier information, procurement trackers, and electronic filing systems.
9. Ensure procurement documents, including quotations, purchase orders, delivery orders, and invoices, are properly filed and readily available for audit purposes.
10. Monitor stock replenishment requests and assist in ensuring sufficient inventory levels for operational requirements where applicable.
11. Assist in identifying alternative suppliers and obtaining competitive quotations to support cost-effective purchasing.
12. Ensure assigned procurement activities are completed within required timelines while maintaining accuracy and compliance with company policies.
13. Support the evaluation of supplier performance by maintaining records on delivery, quality, and service.
14. Maintain effective working relationships with suppliers and internal stakeholders to facilitate smooth procurement operations.
15. Assist with month-end purchasing reports, procurement data compilation, and other administrative tasks as required.
16. Perform any other duties assigned by the Purchasing Manager or immediate supervisor.

Qualifications & Experience:

1. Diploma or Bachelor's Degree in Purchasing, Supply Chain Management, Business Administration, or a related field.
2. Minimum 2–4 years of purchasing or procurement experience.
3. Basic knowledge of procurement processes and purchasing documentation.
4. Proficient in Microsoft Office, particularly Excel and Word.
5. Experience using ERP or procurement systems is an advantage.
6. Good communication and negotiation skills.
7. Strong organizational skills with attention to detail and accuracy.
8. Ability to prioritize tasks and meet deadlines in a fast-paced environment.
9. Able to work independently as well as collaboratively within a team.