Supply Chain Executive

SUPPLY CHAIN EXECUTIVE

Job Summary

The Supply Chain Executive is responsible for supporting and coordinating the company's day-to-day supply chain activities, including purchasing, supplier coordination and logistics.

The role ensures that materials, equipment, components and consumables are sourced according to requirements and delivered on time to support production and project operations.

The position will work closely with Project, Engineering, Finance and Admin as well as local and overseas suppliers.

Key Responsibilities

1. Purchasing & Procurement

• Handle day-to-day purchasing activities based on approved material and operational requirements.
• Source and obtain quotations from local and overseas suppliers.
• Compare quotations based on price, quality, specifications, lead time and delivery terms.
• Negotiate with suppliers to obtain competitive pricing and suitable delivery arrangements.
• Prepare and issue Purchase Orders (PO) and maintain proper purchasing records.
• Follow up with suppliers on order confirmation, availability, production progress and delivery schedules.
• Monitor outstanding POs and ensure timely delivery of materials.
• Identify alternative suppliers when required.
• Liaise with Mainland China suppliers where applicable.

2. Supplier Coordination

• Maintain good working relationships with existing suppliers.
• Communicate with suppliers regarding pricing, specifications, availability and delivery.
• Monitor supplier performance in terms of quality, delivery and responsiveness.
• Follow up and resolve issues relating to delayed deliveries, incorrect items, shortages or quality concerns.
• Maintain and update supplier information and quotation records.

3. Material Planning & Coordination

• Coordinate with Production, Project and Engineering teams to understand material requirements.
• Monitor material availability based on production and project schedules.
• Follow up on critical and long-lead items.
• Identify potential material shortages and escalate issues to the Senior Supply Chain Executive / Management.
• Coordinate with Warehouse to ensure incoming materials are received according to requirements.
• Assist in monitoring stock levels and avoid unnecessary over-purchasing.

4. Logistics & Delivery

• Coordinate local and overseas deliveries with suppliers, transporters and freight forwarders.
• Track shipments and monitor estimated delivery dates.
• Coordinate overseas shipments, including shipments from Mainland China, where required.
• Follow up on shipment delays and delivery issues.
• Ensure delivery and shipping documents are properly received and maintained.
• Coordinate delivery of materials to the warehouse, project sites or other designated locations.
• Liaise with relevant parties regarding import and customs documentation where required.

5. Internal Coordination

• Work closely with Production, Project, Engineering and Warehouse to ensure materials are available when required.
• Coordinate with Finance regarding PO, invoices and supplier payment documentation.
• Provide regular updates on purchasing and delivery status.
• Support urgent purchasing requirements and expedite deliveries when necessary.
• Escalate potential supply delays or material shortages promptly.

6. Documentation & Reporting

• Maintain records of quotations, POs, supplier information, delivery orders, invoices and shipping documents.
• Monitor outstanding purchase orders and delivery schedules.
• Prepare purchasing and supply chain reports when required.
• Ensure purchasing documentation is accurate and complete.
• Assist in maintaining proper records for audit and management review.

Requirements

• Diploma or Degree in Supply Chain Management, Procurement, Logistics, Business Administration, Engineering or related field.

• Minimum 2–4 years of relevant experience in purchasing, procurement, supply chain or logistics.

• Experience in manufacturing, engineering, metal fabrication or project-based industries is an advantage.

• Experience dealing with local and overseas suppliers is preferred.

• Good command of English, Bahasa Malaysia and Mandarin.

• Good negotiation, communication and follow-up skills.

• Familiar with purchasing and logistics documentation.

• Proficient in Microsoft Office, particularly Excel.

• Good organisational and time management skills.

• Able to manage multiple purchasing requirements and meet deadlines.

• Proactive, responsible and detail-oriented.

• Able to work independently and as part of a team.

Key Competencies

• Purchasing & procurement
• Supplier sourcing
• Supplier coordination
• Price comparison & negotiation
• Material planning
• Logistics coordination
• Shipment tracking
• Documentation management
• Communication & follow-up
• Problem solving
• Time management