Purchasing Executive

About the role

The Purchasing Executive is responsible for overseeing end-to-end procurement and sourcing functions, ensuring all purchasing activities align with the Company's operational requirements, quality standards, and budget objectives. The primary focus of this role is to manage and optimize the procurement lifecycle for engineering materials, industrial hardware, machinery, and sub-contracting services, upholding the highest standards of integrity, commercial fairness, and transparency.

Key responsibilities

• Carry out all purchasing, sourcing, negotiation, procurement and related functions with total honesty, sincerity, professionalism, integrity, transparency and accountability, serving as the primary point of contact between the Company and all suppliers and vendors
• Ensure that all purchasing and procurement activities consistently achieve the best possible outcome across all dimensions: lowest cost, highest quality, on-time delivery, best payment terms, longest credit period and most reliable after-sales service and product warranty
• Build, develop and maintain strong, professional and mutually beneficial relationships with all existing and potential suppliers, vendors, and subcontractors through clear communication, prompt invoice processing, fair dealing and consistent feedback
• Proactively source new suppliers and continuously expand the approved supplier list, identifying suppliers by territory, product category and capability, and ensuring the Company is never dependent on a single source for any critical material or component
• Negotiate actively and professionally with all suppliers on pricing, payment terms, delivery lead times, warranty coverage and after-sales support, conducting multiple rounds of negotiation and benchmarking before final award
• Conduct formal annual Supplier Evaluation and Grading exercises in accordance with ISO requirements and procurement policy, assessing all approved vendors on quality, delivery performance, pricing, communication, technical support and after-sales service
• Evaluate new suppliers through a structured qualification process before adding them to the approved vendor list, including supplier background checks, product sample or quality assessment, reference verification and site visit where applicable
• Arrange and coordinate regular supplier product and technical training sessions for internal personnel, scheduling a minimum of one vendor-conducted training session per quarter
• Ensure that all suppliers strictly adhere to the Company's Terms and Conditions of Purchase, following up actively on all outstanding Purchase Orders and escalating any supplier non-compliance or delivery risk immediately
• Review and verify all supplier invoices upon receipt, confirming that invoiced items, quantities, unit prices and terms match the approved Purchase Order and Goods Received Note
• Close all Purchase Orders promptly upon full receipt and GRN completion, and confirm PO closure in the ERP system timely
• Prepare and update monthly purchasing reports covering cost savings achieved, latest price lists and product specifications by category, and approved and new supplier lists
• Compile, prepare and update standard product catalogues, price lists, technical manuals and specification sheets, organised by product category for all Sales, Design and Project personnel reference
• Ensure that all purchased goods are received, inspected and verified in accordance with the Purchase Order, coordinating with the Storekeeper and immediately informing the supplier if any item is found to be of inferior quality, wrong specification, wrong quantity, defective or damaged
• Manage and control all inventory and stock levels in coordination with the Project and Production Departments, conducting regular stock checks and immediately reporting any discrepancy, damage, loss or misuse
• Attend supplier exhibitions, trade fairs and product showcases to stay current on market developments, new products, new technologies and pricing trends, sharing relevant findings with internal teams
• Ensure strict compliance with the Company's purchasing SOPs, approval authority matrix and ISO 9001 procurement procedures, maintaining complete, accurate and well-organised purchasing records
• Observe and maintain strict confidentiality of all Company documents, pricing information, supplier terms, trade enquiries and business transactions
• Work closely, harmoniously and professionally with all internal departments, particularly the Project, Design, Production and Accounts teams

About you

• Degree or Diploma in Business Studies, Purchasing, Engineering or Economics
• Minimum 5 years of purchasing experience in engineering and industrial products
• Experience in sourcing and purchasing steel materials, industrial hardware, equipment and machinery items
• Good communication and negotiation skills
• Action and result oriented
• Able to work independently with minimum supervision and strong self-discipline
• Able to work under stress and short period of time for the processing of purchase orders
• Ability to multi-task, prioritize workload and delegate tasks
• Proficient in English, Bahasa Malaysia, and Mandarin (oral and written) due to frequent communication, sourcing, and contract negotiation with suppliers and vendors in China and regional markets