Senior Purchasing Executive

Job Overview

Filken is looking for a detail-oriented, proactive, and results-driven Purchasing Executive to join our team.

This role will be responsible for managing the international procurement and import process, from overseas supplier sourcing and price negotiation to purchase order management, shipment coordination, customs clearance, and product certification.

The ideal candidate should have hands-on experience in international purchasing, import & export procedures, overseas supplier management, and cross-border procurement, with strong negotiation and communication skills.

Key Responsibilities

1. Inventory Management & Replenishment Planning

• Analyse stock levels: Monitor stock turn rates, warehouse capacity, and sales trends to prevent out-of-stock situations.
• Generate Purchase Orders: Process accurate purchase orders (POs) within internal ERP systems based on projected sales run-rates.
• Forecast product demand: Collaborate with sales and marketing teams to adjust inventory orders ahead of major shopping seasons, sales events, and product launches.

2. International Vendor & Principal Relations

• Liaise with principals: Serve as the core operational point of contact with brand owners for production lead times, product allocations, and defective goods claims.
• Negotiate cost terms: Drive ongoing cost-optimizations on unit prices, volume discounts, and production packaging layouts.
• Maintain vendor records: Keep an up-to-date registry of principal pricelists, product specifications, barcodes, and certified standard sheets.

3. Shipping, Logistics & Customs Coordination

• Track inbound freight: Coordinate with forwarding agents, shipping lines, and cross-border transporters to secure timely deliveries.
• Manage trade compliance: Compile, review, and process shipping invoices, packing lists, Bills of Lading, and customs documentation.
• Reconcile delivery variances: Audit incoming physical cargo against initial POs to immediately address under-orders, over-orders, or damaged products.

4. Cost Analysis & Financial Control

• Review total landing costs: Maintain comprehensive tracking of exchange rates, freight duties, and local transport costing to calculate accurate gross margins.
• Match accounting records: Align supplier invoices with warehouse receipt notes and submit complete packets to accounts for on-time payment processing.

What We're Looking For

• Minimum 2 years of hands-on experience in International Procurement / Import & Export. This is mandatory.
• Strong understanding of international purchasing and import procedures.
• Familiar with customs declaration, customs clearance, import duties, permits, and international shipping processes.
• Proven experience in overseas supplier sourcing, negotiation, and supplier management.
• Experience in coordinating with freight forwarders and customs brokers.
• Good understanding of international trade terms such as FOB, CIF, DDP, and EXW.
• Experience handling international payment methods such as TT, LC, and PayPal.
• Experience in handling or coordinating product certification applications such as SIRIM, Halal, MDA, ISO, or similar regulatory requirements.
• High proficiency with Microsoft Excel (VLOOKUP, Pivot Tables) and hands-on experience using ERP/Inventory management software (e.g., SAP, AutoCount, Million, or similar systems).
• Strong English communication skills, both written and spoken, with the ability to communicate independently with overseas suppliers.
• Mandarin proficiency is an advantage, especially for communication with Chinese suppliers and manufacturers.
• Strong negotiation, analytical, problem-solving, and cross-cultural communication skills.
• Able to work independently, manage multiple suppliers and orders, and handle multiple priorities.

Apply Now and grow your procurement career with us.

(Only shortlisted candidates will be notified.)