Admin cum Purchasing Executive

Ukay Banquet Sdn Bhd; Ampang Jaya; On-site; MYR 45,000 - 78,000; Full time

Job summary

Ukay Banquet Sdn Bhd is seeking an organized administrator with purchasing exposure to support daily office operations and procurement activities.

You will handle admin tasks, manage PO creation, source suppliers, compare quotes, and coordinate with operations to ensure timely purchases and accurate records. Strong communication in English and Bahasa Malaysia is required; Mandarin is a plus, and Excel skills are essential.

Qualifications

• Diploma or degree in Business Administration, Purchasing, or related field.
• Experience in administration or purchasing preferred.
• Strong communication, coordination, and negotiation skills.
• Proficient in Microsoft Excel and Word.
• Good organizational skills with attention to detail.
• Able to work independently and manage multiple tasks.
• Proactive and willing to learn.
• English and Bahasa Malaysia communication; Mandarin an added advantage.

Responsibilities

• Handle daily administrative and clerical tasks for office operations.
• Manage purchasing activities, issue POs, sourcing suppliers and quotations.
• Liaise with suppliers on pricing, specs, availability, delivery, and quality.
• Monitor POs and follow up deliveries to ensure timeliness.
• Maintain records of purchases, invoices, and delivery docs.
• Check received goods against POs and DOs; coordinate for discrepancies.
• Assist in inventory monitoring for housekeeping and supplies.
• Coordinate with operations, housekeeping, maintenance, and events for purchasing needs.
• Maintain supplier information and purchasing records.
• Handle general office administration and ad-hoc tasks.

Skills

Communication skills

Negotiation skills

Coordination

Attention to detail

Independent work

Multitasking

Willingness to learn

English proficiency

Bahasa Malaysia proficiency

Mandarin (advantage)

Education

Diploma/Degree in Business Administration or Purchasing or Supply Chain Management

Tools

Microsoft Office

Job description

Handle daily administrative and clerical tasks to ensure smooth office operations.

Manage purchasing activities, including prepare and process Purchase Orders (POs).sourcing suppliers, comparing prices, and obtaining quotations to ensure cost-effective procurement.

Liaise with suppliers regarding pricing, product specifications, availability, delivery schedules, and quality requirements.

Monitor purchase orders and follow up on pending deliveries to ensure timely delivery of goods and supplies.

Maintain proper records of purchases, suppliers, invoices, delivery orders, and other related documents.

Check received goods against purchase orders and delivery orders, and coordinate with suppliers regarding incorrect, damaged, or missing items.

Assist in inventory monitoring, ensuring sufficient supplies of housekeeping items, toiletries, and other operational essentials.

Coordinate with operations, housekeeping, maintenance, and event teams to arrange purchasing requirements, supplies, and urgent items for daily operations and special events.

Maintain and update supplier information and purchasing records.

Handle general office administration and other ad-hoc tasks assigned by management.

Job Requirements

Minimum Diploma/Degree in Business Administration, Purchasing, Supply Chain Management or a related field.

Candidates with relevant working experience in administration or purchasing are preferred.

Good communication, coordination and negotiation skills.

Proficient in Microsoft Office, especially Excel and Word.

Good organisational skills with attention to detail.

Able to work independently and manage multiple tasks.

Responsible, proactive and willing to learn.

Able to communicate in English and Bahasa Malaysia. Mandarin is an added advantage.