PURCHASING EXECUTIVE / OFFICER

Key Responsibilities

1. Procurement Operations

• Source and procure direct and indirect materials, products, equipment, and services required by the Company.
• Prepare and issue Purchase Requisitions (PR) and Purchase Orders (PO) accurately and promptly.
• Ensure procurement activities comply with Company policies, approval authorities, and purchasing procedures.
• Monitor purchase order status from issuance until delivery completion.

2. Supplier Management

• Identify, evaluate, develop, and maintain reliable suppliers.
• Obtain competitive quotations and conduct price comparisons.
• Negotiate pricing, payment terms, delivery schedules, contracts, and service agreements.
• Conduct supplier performance evaluations based on quality, cost, delivery, and responsiveness.
• Develop long-term partnerships with key suppliers.

3. Material & Production Support

• Coordinate closely with Production Planning and Materials Planning to ensure timely availability of raw materials.
• Monitor material requirements based on production schedules and customer demand.
• Expedite urgent material deliveries to prevent production disruptions.
• Resolve material shortages proactively.

4. Customer & Internal Coordination

• Liaise with Sales and Customer Service regarding customer forecasts, delivery schedules, and urgent requirements.
• Coordinate with Production, Warehouse, Logistics, Quality Assurance, Finance, Engineering, Maintenance, and Administration to support operational requirements.
• Ensure effective communication between suppliers and internal departments to meet production and customer delivery commitments.

5. Inventory Management

• Monitor inventory levels of raw materials, packaging materials, maintenance items, PPE, stationery, and other operational supplies.
• Maintain optimum stock levels while minimizing excess inventory and stock shortages.
• Support periodic stock counts and inventory reconciliation.

6. Logistics Coordination

• Coordinate inbound shipments with suppliers and freight forwarders.
• Monitor shipment schedules and delivery status.
• Support import and export documentation where applicable.
• Ensure timely delivery of purchased goods.

7. Cost Control & Budget Management

• Identify opportunities for cost savings and procurement process improvements.
• Recommend alternative suppliers or products without compromising quality.
• Monitor procurement expenditure against budgets.
• Support annual cost reduction initiatives.

8. Documentation & Compliance

• Maintain complete procurement records, including quotations, purchase orders, delivery orders, invoices, contracts, and supplier documentation.
• Ensure compliance with Company procurement policies, ISO procedures, and statutory requirements.
• Support internal and external audits related to procurement activities.

9. Reporting & Analysis

• Prepare procurement reports, supplier performance reports, purchasing analysis, and cost-saving reports.
• Monitor procurement KPIs and update Management regularly.
• Maintain accurate purchasing records within the ERP/MRP system.

10. Continuous Improvement

• Recommend improvements to procurement processes and supplier management.
• Support Lean Manufacturing, ISO 9001, ISO 14001, 5S, and continuous improvement initiatives.
• Participate in projects to improve procurement efficiency and operational performance.