Purchasing Cum Admin Executive

About the role

We are looking for a responsible and detail-oriented Purchasing & Admin Executive to support our construction projects. The candidate will handle purchasing activities, supplier coordination, documentation, and general administrative duties. Mandarin/Chinese language proficiency is required as the position will communicate and coordinate with suppliers, manufacturers, and business partners in China.

Key responsibilities

• Source and identify suppliers for construction materials, building materials, equipment, tools and services.
• Request quotations (RFQ) and prepare quotation comparison for management review.
• Negotiate pricing, payment terms, quality requirements and delivery schedules with suppliers.
• Communicate with China suppliers in Mandarin through email, phone and messaging platforms.
• Prepare and issue Purchase Orders (PO) and follow up on order confirmation.
• Monitor purchasing status and ensure materials are delivered according to project requirements.
• Coordinate with site/project teams regarding material requirements and delivery schedules.
• Check Delivery Orders (DO), invoices and purchase orders for quantity and pricing discrepancies.
• Follow up with suppliers regarding delayed, damaged or incorrect deliveries.
• Maintain updated supplier lists, price records and purchasing documents.

About you

• Minimum Diploma in Purchasing, Procurement, Supply Chain Management, Business Administration, Logistics, Construction Management or a related field.
• Candidates with SPM plus relevant purchasing/admin experience may also be considered for junior positions.
• Mandarin/Chinese – fluent in speaking and writing, as the position requires regular communication with suppliers in China.
• Good command of English and Bahasa Malaysia.
• 1–3 years of purchasing/procurement/admin experience is preferred; construction or building-material experience is an advantage.
• Good negotiation, communication and coordination skills.
• Able to work independently, meet deadlines and handle multiple purchasing requirements.