Purchasing Executive

PURCHASING EXECUTIVE

Company: HL Forklift Sdn Bhd
Location: Kota Kinabalu, Sabah
Employment Type: Full Time
Salary: From RM2,500 per month

Salary will be based on relevant experience, purchasing capability and overall suitability.

JOB SUMMARY

We are looking for a Purchasing Executive who can independently manage the company's complete purchasing process.

This is not a role limited to preparing Purchase Orders (PO) or handling paperwork. We are looking for someone who is responsible, proactive, detail-oriented and strong in follow-up, with the ability to take ownership of each purchasing task from the initial request until completion.

The successful candidate must be able to work independently, solve purchasing-related problems and ensure that orders are properly followed through until the correct goods are received and all documentation is completed.

KEY RESPONSIBILITIES

• Handle purchasing of forklift spare parts, service materials, tools, equipment and other company supplies.
• Source and request quotations from local and overseas suppliers.
• Compare suppliers based on price, quality, lead time, freight cost and payment terms.
• Source and develop new suppliers to support cost control and supply reliability.
• Prepare and process Purchase Orders (PO) accurately.
• Proactively follow up on orders, delivery dates and shipment progress until the correct goods are received.
• Handle urgent spare-parts purchases and out-of-stock situations by actively sourcing alternative suppliers or solutions.
• Coordinate with the Spare Parts / Store Department to verify quantity, Part Number, model and specifications upon receiving goods.
• Handle wrong deliveries, shortages, damaged goods, returns, replacements and Credit Notes.
• Maintain and organise supplier quotations, PO, DO, invoices and other purchasing documents.
• Coordinate closely with the Service, Spare Parts and Accounts Departments.
• Maintain updated supplier information, purchasing prices and purchasing records.
• Monitor commonly used items and long-lead-time parts and proactively recommend replenishment when required.
• Perform other purchasing-related duties assigned by the company.

REQUIREMENTS

• Experience in purchasing, procurement, supply chain, spare parts, automotive, machinery, industrial equipment or related fields is preferred.
• Able to work independently and complete assigned responsibilities without constant reminders or supervision.
• Proactive, responsible and able to manage time and priorities effectively.
• Good sourcing, price-comparison and cost-control awareness.
• Strong follow-up and problem-solving skills.
• Able to actively find practical solutions when facing shortages, delivery delays or supplier issues.
• Detail-oriented and able to accurately handle Part Numbers, models, specifications, quantities and prices.
• Able to manage multiple purchasing tasks simultaneously and maintain clear visibility of each order's status.
• Good supplier communication, negotiation and relationship-management skills.
• Basic computer skills, including Email, Microsoft Excel and purchasing documentation.
• Ability to communicate in Chinese, English and Bahasa Malaysia is an advantage.
• Honest and trustworthy, with the ability to maintain confidentiality of supplier pricing and company purchasing information.

WHAT WE VALUE MOST

We are not looking for someone who only completes tasks after being repeatedly instructed or reminded.

We are looking for someone who takes ownership and follows through.

PURCHASING PROCESS

Receive Request → Verify Details → Source → Compare → Submit for Approval → Order → Follow Up → Verify Delivery → Resolve Issues → Complete Documentation

Every purchasing task assigned to you should be proactively followed through until completion.

For example, if a supplier is out of stock, delays delivery or does not respond, we do not expect a simple answer such as:

“Supplier has no stock.”
“Supplier has not replied.”
“The goods have not arrived yet.”

Instead, we expect you to clearly explain:

• What is the actual problem?
• What action have you already taken?
• Have you contacted alternative suppliers?
• What alternative solutions are available?
• What is the expected resolution date?
• What further action is required?

WHO WE ARE LOOKING FOR

If you are:

Proactive | Detail-Oriented | Responsible | Strong in Follow-Up | Problem-Solver | Independent

and you are capable of managing purchasing tasks from request to completion, we welcome you to join HL Forklift Sdn Bhd.

We value people who do not simply wait for instructions, but take initiative, follow up and find solutions when problems arise.

APPROVAL & PURCHASING AUTHORITY

The Purchasing Executive is responsible for executing and following through the complete purchasing process.

Major purchase amounts, special purchases, significant supplier changes or matters beyond the employee's authorised purchasing limit must receive company approval before proceeding.

SALARY & CAREER DEVELOPMENT

Starting from RM2,500 per month

Salary will be assessed based on relevant purchasing experience, capability, independence, problem-solving skills and overall work performance.

Suitable employees who demonstrate strong performance, responsibility and purchasing capability will have opportunities for further learning, skills development and career progression.