Procurement and Admin Executive

Key Responsibilities

Procurement Responsibilities

• Manage the end-to-end procurement process, including sourcing, purchase requisitions, purchase orders, delivery coordination, and invoice verification.
• Coordinate with local and overseas suppliers on product sourcing, pricing, shipment arrangements, and delivery schedules.
• Handle import/export documentation, including shipping documents, customs clearance, duties, and compliance requirements.
• Liaise with relevant authorities, logistics partners, suppliers, and internal departments to ensure smooth operations.
• Source and evaluate products/services by obtaining and comparing quotations from suppliers to ensure cost effectiveness and quality.
• Ensure procurement activities comply with company policies, procedures, and approval processes.
• Manage inventory records, perform stock reconciliation, and ensure accuracy between physical stock and system records.
• Inspect incoming goods and verify quantity, specifications, and accuracy against purchase documents.
• Support sales, logistics, marketing, and operational teams on procurement and administrative matters.
• Coordinate marketing merchandise procurement and monitor related expenses.
• Handle customer claims and liaise with suppliers on product quality issues or manufacturing defects.
• Maintain proper documentation, records, and reports to ensure effective information flow across departments.

Administrative Responsibilities

• Provide general administrative support, including filing, data entry, document preparation, and record maintenance.

• Maintain and update administrative records, reports, and databases.

• Perform other ad-hoc duties and assignments as assigned by Management.

Job Requirements

• Diploma or Bachelor's Degree in Business Administration, Supply Chain Management, Procurement, or a related field.
• Minimum 2 years of experience in procurement, purchasing, supply chain, or related roles.
• Experience in import/export transactions, foreign currency purchases, and overseas supplier management will be an added advantage.
• Strong command of written and spoken English and Bahasa Malaysia. Mandarin proficiency will be an added advantage due to frequent communication with China-based suppliers.
• Strong communication, negotiation, and interpersonal skills.
• Proficient in Microsoft Office applications, especially Microsoft Excel (advanced level), Word, and PowerPoint.
• Strong analytical, problem-solving, organizational, and multitasking abilities.
• Able to work independently, manage priorities, and maintain confidentiality.
• Possess own transport and a valid driving licence.
• Experience in tyre trading industry and/or academic background in Mathematics or Statistics will be an added advantage.