Senior Purchasing Executive

Job Responsibilities :

Purchasing Operations

• Receive and review purchase requisitions for completeness.
• Verify material codes, specifications, quantities and required delivery dates.
• Obtain quotations from approved suppliers.
• Compare supplier pricing, lead time, MOQ, payment terms and other commercial conditions.
• Prepare purchase orders accurately and submit for approval.
• Obtain supplier order confirmation.
• Monitor open POs and follow up outstanding orders.
• Expedite urgent and overdue orders.
• Update purchasing status and tracking records.

Procurement Planning

• Execute purchasing requirements according to MRP, production schedules and purchase plans.
• Monitor stock requirements with Warehouse and Production.
• Identify potential shortages and inform the Purchase Manager and relevant departments.
• Coordinate urgent purchases when required.
• Monitor incoming purchases against production requirements.

Supplier Coordination

• Liaise with suppliers regarding:

1. Price
2. Delivery schedule
3. Material specifications
4. MOQ
5. Lead time
6. Quality issues
7. Documentation

• Follow up delayed or incomplete deliveries.
• Monitor supplier responsiveness and delivery performance.
• Assist the Purchase Manager with supplier evaluation.

Quality & non-conformance

• Follow up rejected or non-conforming materials with suppliers.
• Coordinate replacement, return or corrective action.
• Maintain records of supplier quality issues.
• Escalate recurring supplier problems to the Purchase Manager.

Documentation Management

• Maintain supplier information and purchasing records.
• Update PO and purchasing tracking systems.
• Maintain quotation comparisons and supporting documents.
• Ensure PO, quotation, delivery and supplier documents are properly filed.
• Maintain accurate purchasing data in ERP/system.

Reporting

• Prepare regular purchasing reports and status updates.
• Monitor:

1. Open POs
2. Overdue POs
3. Material shortages
4. Supplier delivery status
5. Price changes
6. Outstanding supplier issues

• Provide purchasing information required by the Purchase Manager.

Cross Functional Coordination

R&D

• Arrange trial and sample material purchases.
• Follow up sample delivery and new material requirements.

Packaging Artwork Designer

• Coordinate packaging specification changes.
• Arrange new packaging material orders.
• Monitor artwork revision implementation.
• Follow up supplier implementation of artwork/specification changes.

Production

• Follow up material shortages.
• Expedite urgent deliveries.
• Support production schedule changes.

Warehouse

• Coordinate incoming deliveries.
• Resolve receiving discrepancies.
• Monitor inventory replenishment.

Finance / Accounts

• Match purchase orders with invoices.
• Resolve invoice discrepancies.
• Coordinate supplier payment documentation.

Support to Purchase Manager

• Assist in supplier evaluation and performance review.
• Assist in quotation and cost analysis.
• Assist in procurement KPI preparation.
• Take charge of assigned suppliers, materials or purchasing categories.
• Act as the key purchasing contact when the Purchase Manager is unavailable.
• Guide and support Purchase Executives in daily purchasing activities

Requirements:

• Candidates must possess at least a Diploma or Degree in Business Administration or a related field.
• Minimum 5 years of relevant experience.
• Able to communicate effectively with people at all levels.
• Strong interpersonal skills with a pleasant personality and positive attitude.
• Experience in the food industry will be an added advantage.
• Fluency in Mandarin will be an advantage.