Procurement & Purchasing Executive

Job Summary

Responsible for managing the company’s procurement and purchasing activities to ensure all materials, products, equipment, services, and subcontractor requirements are sourced and purchased at competitive prices, with the required quality and within the required timeframe.

The position will work closely with Management, Project, Production, Design, Installation, Store, and Finance to ensure smooth procurement operations and timely completion of company projects.

Key Responsibilities

1. Procurement & Sourcing

• Source suitable suppliers, manufacturers, contractors, and subcontractors based on company and project requirements.
• Identify new suppliers and alternative sources to obtain competitive pricing and reliable supply.
• Request quotations and compare prices, specifications, quality, payment terms, and delivery schedules.
• Negotiate with suppliers to obtain the best possible pricing, discounts, credit terms, and delivery arrangements.
• Maintain an updated supplier and subcontractor database.
• Monitor market prices and availability of commonly used materials.

2. Purchasing

• Receive and review Purchase Requisitions (PR) / purchase requests from relevant departments.
• Verify quantity, specifications, pricing, and project requirements before placing orders.
• Prepare Purchase Orders (PO) and obtain the necessary approval before issuing them to suppliers.
• Place orders and ensure suppliers clearly understand the required specifications and delivery dates.
• Follow up on outstanding orders and ensure timely delivery.
• Handle urgent purchases when required for production or project deadlines.
• Ensure purchases are made according to approved budgets and company procedures.

3. Materials & Project Procurement

• Coordinate procurement of signage materials such as aluminium, acrylic, polycarbonate, stainless steel, mild steel, LED modules, LED strips, electrical components, vinyl, stickers, paints, hardware, and other consumables.
• Coordinate purchasing of tools, machinery, safety equipment, office supplies, and general operational requirements.
• Work closely with Project and Production teams to understand project schedules and material requirements.
• Ensure critical materials are ordered sufficiently in advance to prevent production or installation delays.
• Arrange delivery of materials to the factory, office, or project site where required.

4. Supplier & Subcontractor Management

• Maintain good working relationships with suppliers and subcontractors.
• Monitor supplier performance in terms of price, quality, delivery, responsiveness, and reliability.
• Follow up with suppliers regarding late deliveries, incorrect items, damaged materials, or quality issues.
• Coordinate replacement, return, or credit note arrangements for defective or incorrect items.
• Evaluate supplier performance and recommend suitable suppliers to Management.
• Negotiate subcontractor rates and service charges where applicable.

5. Cost Control & Savings

• Compare quotations from multiple suppliers before making purchasing decisions where practical.
• Negotiate for better prices, discounts, rebates, payment terms, and bulk purchase arrangements.
• Maintain historical pricing records for frequently purchased materials.
• Identify alternative materials or suppliers that can reduce costs without compromising quality.
• Monitor purchasing costs against approved budgets and project requirements.
• Avoid unnecessary, duplicate, or excessive purchases.

6. Inventory & Stock Coordination

• Coordinate with the Store/Production team to monitor stock levels.
• Check availability of existing stock before placing new orders.
• Monitor fast-moving, slow-moving, and critical materials.
• Ensure adequate stock levels for commonly used production materials and consumables.
• Assist in identifying excess, damaged, or obsolete stock.
• Coordinate replenishment based on actual usage and upcoming project requirements.

7. Delivery & Receiving

• Monitor supplier delivery schedules and ensure materials arrive on time.
• Coordinate with Store/Production for receiving and inspection of materials.
• Verify delivered items against the Purchase Order (PO), Delivery Order (DO), quantity, and specifications.
• Report discrepancies, shortages, damaged goods, or incorrect items to suppliers promptly.
• Follow up until all outstanding delivery issues are resolved.

8. Invoice & Documentation

• Verify supplier invoices against the relevant PO and DO before submitting to Finance for payment.

• Ensure prices, quantities, and terms stated on invoices are correct.

• Coordinate with Finance regarding discrepancies or missing documents.

• Maintain proper records of:

• Purchase Requisitions

• Quotations

• Purchase Orders

• Delivery Orders

• Invoices

• Supplier information

• Price lists

• Subcontractor documents

• Ensure procurement records are properly filed and easily retrievable.

9. Procurement Administration & Reporting

• Prepare purchasing and procurement reports as required by Management.
• Monitor outstanding POs and pending deliveries.
• Maintain an updated purchase order tracking list.
• Prepare supplier price comparisons and cost analysis when required.
• Monitor monthly purchasing expenditure.
• Assist Management in reviewing supplier pricing and procurement performance.
• Ensure procurement activities comply with company policies and approval procedures.

Requirements

• Diploma/Degree in Procurement, Purchasing, Supply Chain Management, Business Administration, or a related field.
• Minimum 2–5 years of relevant experience in procurement/purchasing.
• Experience in signage, construction, manufacturing, or project-based companies is an advantage.
• Good negotiation and supplier management skills.
• Good knowledge of Microsoft Office, especially Excel.
• Able to prepare quotation comparisons and basic cost analysis.
• Good communication and follow-up skills.
• Strong organizational and time-management skills.
• Detail-oriented and able to handle multiple purchasing requests simultaneously.
• Able to work independently and meet tight project deadlines.
• Good command of Bahasa Malaysia and English.
• Mandarin-speaking ability is an advantage.

Key Skills

• Supplier sourcing & evaluation
• Price negotiation
• Purchase order management
• Cost comparison & cost control
• Supplier relationship management
• Inventory coordination
• Project procurement
• Subcontractor coordination
• Documentation & filing
• Microsoft Excel
• Communication & follow-up
• Problem-solving

Pay: RM2,500.00 - RM3,800.00 per month

Benefits:

• Professional development

Work Location: In person