Admin Cum Purchasing Executive

Private Advertiser; George Town; On-site; MYR 39,000 - 61,000; Full time

Job summary

Private Advertiser in Penang invites a detail‑oriented Admin & Purchasing professional to join our Jelutong Branch. You will organize filing systems, draft letters, manage office supplies, and coordinate events, travel, and training logistics.

Key duties include sourcing and evaluating supplier quotations, liaising with vendors, ensuring AVL compliance, matching invoices to POs, and maintaining procurement records for audits. ISO familiarity and SQL accounting software experience are preferred.

Qualifications

• Experience in admin and purchasing roles.
• Familiar with ISO documentation.
• Knowledge of SQL accounting software is preferred.
• Strong multitasking and time management.
• Ability to work independently.

Responsibilities

• Organize and maintain physical and digital filing systems.
• Draft letters, memos, and reports for official correspondence.
• Monitor and manage office supplies, equipment, and administrative services.
• Organize internal events, meetings, travel arrangements, and training logistics.
• Track expiry and coordinate renewal of licenses, service contracts, and warranties.
• Manage communication with authorities, consultants, and stakeholders.
• Ensure compliance with company SOPs, administrative policies.
• Ensure all purchases comply with AVL.
• Source, compare, and evaluate quotations from suppliers.
• Liaise with vendors on quality, timely delivery, and compliance.
• Monitor vendor performance and maintain supplier database.
• Verify and match supplier invoices with PO, DO, and agreed pricing.
• Maintain procurement and purchasing records for tracking and audits.
• Monitor stock levels, maintain accurate inventory records, and coordinate stock control activities.
• Prepare and issue sales invoices, delivery orders, and credit/debit notes.
• Monitor accounts receivable and follow up on outstanding payments.
• Prepare, submit, and track documentation for authorities such as CIDB.
• Perform any other tasks as assigned by the Senior Finance Manager or management.

Skills

Admin & Purchasing experience

Vendor liaison

Multitasking

Time management

Independent work

Education

SPM or Diploma in Business Admin or related field

Tools

SQL accounting software

Job description

Key responsibilities

Organize and maintain physical and digital filing systems.

Draft letters, memos, and reports for official correspondence.

Monitor and manage office supplies, equipment, and administrative services.

Organize internal events, meetings, travel arrangements, and training logistics.

Track expiry and coordinate renewal of licenses, service contracts, and warranties.

Manage communication with authorities, consultants, and stakeholders.

Ensure compliance with company SOPs, administrative policies.

Ensure all purchases comply with the Approved Vendor List (AVL).

Source, compare, and evaluate quotations from suppliers.

Liaise with vendors on quality, timely delivery, and compliance.

Monitor vendor performance and maintain supplier database.

Verify and match supplier invoices with PO, DO, and agreed pricing.

Maintain accurate procurement and purchasing records for tracking and audits.

Monitor stock levels, maintain accurate inventory records, and coordinate stock control activities.

Prepare and issue sales invoices, delivery orders, and credit/debit notes.

Monitor accounts receivable and follow up on outstanding payments.

Prepare, submit, and track documentation for authorities such as CIDB.

Perform any other tasks as assigned by the Senior Finance Manager or management.

About you

SPM or Diploma in Business Admin or related field.

Experience in admin and purchasing roles.

Familiar with ISO documentation and SQL accounting software.

Strong multitasking, time management, and ability to work independently.

Working location is at the Jelutong Branch.