Procurement, Facilities & Logistics Executive

Job Summary

We are looking for a Procurement, Facilities & Logistics Executive to manage the company’s purchasing activities, facilities and maintenance requirements, contractor coordination, and logistics operations. The role is responsible for ensuring goods, services, facilities, and logistics support are procured efficiently, cost-effectively, and in accordance with company requirements.

Key Responsibilities

1. Procurement & Purchasing

• Handle day-to-day purchasing activities for materials, equipment, office supplies, services, and other company requirements.

• Source and evaluate suppliers, obtain quotations, compare prices, and negotiate commercial terms where applicable.

• Prepare Purchase Requisitions (PR), Purchase Orders (PO), and other procurement documentation.

• Monitor purchase orders and ensure timely delivery of goods and services.

• Maintain an updated supplier/vendor database and evaluate supplier performance.

• Develop and maintain good relationships with suppliers and service providers.

• Ensure purchases are made in accordance with company policies, budgets, and approval procedures.

• Identify cost-saving opportunities and alternative suppliers where appropriate.

• Verify invoices against purchase orders, delivery orders, and supporting documents before submitting for payment.

2. Facilities & Maintenance

• Coordinate the maintenance and repair of company premises, equipment, utilities, and facilities.

• Source and arrange suitable contractors and service providers for maintenance, repair, renovation, and other facility-related works.

• Obtain and compare quotations for maintenance and project works.

• Coordinate contractors’ schedules, site access, work progress, and completion.

• Follow up on corrective and preventive maintenance activities.

• Ensure maintenance works are completed safely, on time, and according to agreed specifications.

• Maintain records of maintenance activities, service contracts, warranties, and related documentation.

• Monitor facility-related expenses and assist in managing the facilities budget.

3. Logistics & Delivery

• Coordinate incoming and outgoing deliveries, transportation, and courier arrangements.

• Liaise with suppliers, transporters, contractors, and internal departments to ensure timely delivery.

• Monitor delivery schedules and resolve delays, shortages, damages, or discrepancies.

• Arrange transportation and logistics support for company materials, equipment, and other items.

• Maintain proper records of delivery orders, transport documents, and logistics-related expenses.

• Coordinate movement and storage of materials where required.

4. Vendor & Contractor Management

• Identify and evaluate new suppliers, contractors, and service providers.

• Negotiate quotations, service rates, payment terms, and other commercial conditions.

• Monitor supplier and contractor performance, quality, responsiveness, and compliance.

• Ensure contractors comply with company requirements, safety rules, and site procedures.

• Maintain proper documentation for approved vendors and contractors.

5. Inventory & Asset Support

• Assist in monitoring stock levels of frequently used materials, consumables, and supplies.

• Coordinate replenishment to avoid stock shortages or excessive inventory.

• Maintain proper records of company assets, equipment, and related documentation where required.

• Assist with periodic stock checks and asset verification.

6. Administration & Reporting

• Maintain proper procurement, facilities, contractor, and logistics records.

• Prepare purchasing, maintenance, logistics, and cost reports as required.

• Track outstanding purchase orders, deliveries, maintenance jobs, and invoices.

• Ensure all relevant documents are properly filed and readily available for audit purposes.

• Support management in ad-hoc procurement, facilities, logistics, and operational matters.

Requirements

• Diploma or Bachelor’s Degree in Procurement, Supply Chain Management, Business Administration, Logistics, Facilities Management, or a related field.

• 2–5 years of relevant experience in procurement, purchasing, facilities, logistics, or operations.

• Experience in sourcing suppliers and managing contractors is an advantage.

• Good negotiation, communication, coordination, and problem-solving skills.

• Good knowledge of Microsoft Office, particularly Excel and Word.

• Able to manage multiple tasks, priorities, and deadlines independently.

• Detail-oriented with good documentation and follow-up skills.

• Good command of English and Bahasa Malaysia.

• Willing to travel to suppliers, contractors, or company sites when required.

• Possession of a valid driving licence is an advantage.

Key Competencies

• Procurement & supplier management

• Cost negotiation and cost control

• Facilities & maintenance coordination

• Contractor management

• Logistics coordination

• Vendor relationship management

• Planning and organisation

• Problem solving

• Communication and negotiation

• Attention to detail

• Time management

Key Performance Indicators (KPIs)

• Procurement cost savings and cost efficiency

• Timely purchase and delivery fulfilment

• Supplier and contractor performance

• Maintenance response and completion time

• Accuracy of purchasing and documentation

• Logistics efficiency and delivery performance

• Compliance with procurement procedures

• Reduction of unnecessary operational costs

Pay: RM3,400.00 - RM4,000.00 per month

Benefits:

• Additional leave
• Free parking
• Health insurance
• Opportunities for promotion
• Professional development

Work Location: In person