Purchasing Admin

Job Summary

We are seeking a responsible and detail-oriented Purchaser / Purchasing Executive to manage the Company's purchasing and administrative procurement activities. The role will be responsible for purchasing goods and services, booking flight tickets and travel arrangements, processing invoices, coordinating with suppliers, and ensuring all procurement-related documentation is properly maintained.

Key Responsibilities

Purchasing & Procurement

• Source and purchase materials, equipment, supplies, and services based on Company and operational requirements.
• Obtain quotations from suppliers and conduct price comparisons.
• Negotiate prices, payment terms, and delivery schedules with suppliers.
• Prepare and issue Purchase Orders (PO) and follow up on order status and deliveries.
• Coordinate with internal departments to understand purchasing requirements.
• Maintain proper records of quotations, Purchase Orders, supplier information, and procurement documents.
• Monitor deliveries and resolve issues related to delays, shortages, or incorrect items.
• Identify suitable suppliers and maintain good relationships with vendors.

Travel & Flight Arrangements

• Arrange and purchase flight tickets for employees based on business and operational requirements.
• Coordinate travel arrangements, including flights and accommodation where necessary.
• Ensure travel bookings are made according to Company policies and approved budgets.
• Maintain proper records of travel bookings and related expenses.

Invoice & Payment Administration

• Collect, check, and verify supplier invoices and supporting documents.
• Ensure invoices, Purchase Orders, quotations, and other supporting documents are complete and accurate.
• Submit invoices and relevant documents to the Finance Department for payment processing.
• Follow up on invoice and payment status when necessary.
• Maintain proper records and filing of invoices and payment-related documents.

Job Requirements

• Diploma or Bachelor's Degree in Business Administration, Supply Chain Management, Finance, Accounting, or a related field.
• At least 1–2 years of experience in purchasing, procurement, administration, or a related role.
• Experience in handling flight bookings, travel arrangements, and invoice processing will be an advantage.
• Good knowledge of purchasing and procurement procedures.
• Strong organizational and administrative skills.
• Good communication and negotiation skills.
• Detail-oriented and able to manage multiple tasks efficiently.
• Proficient in Microsoft Office, particularly Excel.
• Experience with ERP or accounting systems will be an added advantage.
• Mandarin proficiency will be an added advantage.