Purchasing Executive

We are looking for a Purchasing Executive to join our Purchasing Team and manage the day-to-day purchasing operations across the Club.

This role involves the full purchasing cycle, from sourcing and quotation comparison to PR/PO processing, vendor coordination, delivery and invoice matching, documentation, and month-end follow-up.

The successful candidate should be organised, meticulous and detail-oriented, with the ability to coordinate effectively with multiple departments and suppliers while ensuring compliance with the Club’s purchasing policies, procedures and approval requirements.

Key Responsibilities:

Sourcing & Procurement

• Manage day-to-day purchasing activities, including sourcing, quotation requests, quotation comparison and price evaluation.
• Obtain and evaluate quotations to ensure competitive pricing, suitable quality and compliance with specifications.
• Work closely with internal requestors to understand and clarify requirements, specifications, delivery schedules and pricing.
• Source alternative suppliers where required and identify opportunities for cost savings.
• Assist in coordinating and administering ITQs, tenders and other procurement exercises.

Purchasing Operations & Execution

• Review and process Purchase Requisitions and Purchase Orders, ensuring accuracy, completeness and proper approvals.
• Monitor outstanding orders and follow up with requestors and suppliers to ensure timely completion.
• Review invoices and supporting documents against Purchase Requisitions and Purchase Orders, quotations and delivery/receiving records.
• Maintain accurate purchasing records, including quotations, Purchase Orders, contracts and supporting documents for audit and reference.
• Maintain and update supplier information, pricing records and supplier performance.
• Handle month-end purchasing activities, including monitoring outstanding orders and providing information required for accruals.
• Identify opportunities to improve purchasing processes, efficiency and cost effectiveness.

Governance & Compliance

• Ensure all procurement activities comply with the Purchasing SOP, approval requirements and internal controls.
• Ensure appropriate supporting documentation is maintained for all purchasing transactions.
• Contract tracking to ensure timely follow-up before expiry.
• Escalate purchasing issues, exceptions or non-compliance matters to the appropriate parties.

Job Requirements:

• Diploma or Degree in Purchasing / Procurement / Supply Chain Management / Business Administration / Finance or a related discipline.
• Minimum 2 years of relevant experience.
• Good working knowledge of Microsoft Office, particularly Excel.
• Experience with accounting, purchasing or ERP systems will be an advantage.
• Good numerical and analytical skills with strong attention to detail.
• Good communication and interpersonal skills, with the ability to work effectively with different departments and suppliers.
• Strong organisational and follow-up skills, with the ability to manage multiple tasks and meet deadlines.
• Able to work independently and take ownership of assigned responsibilities.