Admin (Purchasing)

Utopia Borneo Sdn Bhd; West Coast Division; On-site; MYR 36,000 - 60,000; Full time

Job summary

Utopia Borneo Sdn Bhd is seeking a procurement assistant to support daily purchasing and procurement activities for ongoing projects in Sabah, Malaysia. You will assist with PRs/POs, obtain supplier quotations, and maintain supplier records to ensure timely delivery.

Proficiency in Excel and AutoCount, plus strong communication and coordination skills, are essential. The role emphasizes attention to detail, independent work, and the ability to manage multiple tasks across projects.

Qualifications

• Minimum 1–2 years of working experience in purchasing, procurement, administration or a related field.
• Basic understanding of purchasing procedures and documentation.
• Proficient in Microsoft Office, particularly Microsoft Excel.
• Good communication and coordination skills.
• Good attention to detail and documentation.
• Able to follow up with suppliers and internal departments effectively.
• Able to work independently with minimal supervision and manage multiple tasks.
• Experience in construction, engineering or project-based companies will be an added advantage.
• Familiarity with AutoCount is an added advantage.

Responsibilities

• Assist in daily purchasing and procurement activities for ongoing company projects
• Prepare Purchase Requisitions (PR) and Purchase Orders (PO) based on approved requirements
• Obtain quotations from existing and potential suppliers and prepare quotation comparisons for review
• Assist in sourcing suppliers and maintaining an updated supplier and pricing database
• Coordinate with suppliers regarding product availability, pricing, lead times and delivery schedules
• Follow up on outstanding purchase orders and monitor delivery status to ensure materials are received on time
• Coordinate with project sites and internal departments regarding material requirements and delivery arrangements
• Check and maintain procurement documents including PO, Delivery Order (DO), invoices and Statements of Account (SOA)
• Assist in maintaining purchasing, supplier and inventory records using AutoCount
• Prepare basic procurement reports, price comparisons and purchase summaries using Microsoft Excel

Skills

Purchasing

Procurement

Documentation

Microsoft Excel

Communication

Coordination

Attention to detail

Multitasking

Independent work

Tools

AutoCount

Microsoft Excel

Job description

This role involves assisting in daily purchasing and procurement activities for ongoing company projects, including preparing purchase requisitions and orders, obtaining supplier quotations, coordinating with suppliers and internal departments, and maintaining procurement documentation and records.

Key responsibilities

Assist in daily purchasing and procurement activities for ongoing company projects

Prepare Purchase Requisitions (PR) and Purchase Orders (PO) based on approved requirements

Obtain quotations from existing and potential suppliers and prepare quotation comparisons for review

Assist in sourcing suppliers and maintaining an updated supplier and pricing database

Coordinate with suppliers regarding product availability, pricing, lead times and delivery schedules

Follow up on outstanding purchase orders and monitor delivery status to ensure materials are received on time

Coordinate with project sites and internal departments regarding material requirements and delivery arrangements

Check and maintain procurement documents including PO, Delivery Order (DO), invoices and Statements of Account (SOA)

Assist in maintaining purchasing, supplier and inventory records using AutoCount

Prepare basic procurement reports, price comparisons and purchase summaries using Microsoft Excel

About you

Minimum 1–2 years of working experience in purchasing, procurement, administration or a related field

Basic understanding of purchasing procedures and documentation

Proficient in Microsoft Office, particularly Microsoft Excel

Good communication and coordination skills

Good attention to detail and documentation

Able to follow up with suppliers and internal departments effectively

Able to work independently with minimal supervision and manage multiple tasks

Responsible, organised and willing to learn

Experience in construction, engineering or project-based companies will be an added advantage

Familiarity with AutoCount is an added advantage