Administrative / Procurement Executive

SYK Solutions Plus Sdn Bhd; Kajang; On-site; MYR 39,000 - 61,000; Full time

Job summary

SYK Solutions Plus Sdn Bhd in Kajang, Selangor, invites applications for a Procurement & Administrative Officer to manage daily admin work and procurement activities, ensuring timely purchases, good prices, and proper records.

The role requires a Diploma/Degree in relevant field and 2–3 years of experience in procurement or administration. Knowledge of ERP or purchasing systems and strong communication skills are preferred.

Qualifications

• Diploma/Degree in Business Administration, Procurement, Supply Chain Management or related field preferred.
• 2–3 years of relevant experience in administration, purchasing or procurement.
• Experience in manufacturing, construction, signage or similar industry advantageous.
• Good communication and negotiation skills with suppliers.
• Able to communicate with suppliers professionally and work independently.

Responsibilities

• Procurement & Purchasing: source and purchase materials, obtain quotations, prepare PO, follow up with suppliers, negotiate terms, monitor stock levels and maintain supplier list.
• Administrative Duties: handle daily office tasks, filing, stationery, and document preparation, manage records and correspondence, assist management with admin tasks.
• Inventory & Company Items: monitor stock levels, assist in stock takes, report shortages or discrepancies, ensure proper recording of company items.
• Coordination with Departments: communicate material requirements, confirm specs and delivery dates, coordinate urgent purchases for projects.

Skills

Communication

Negotiation

Time management

Organizational skills

Independent worker

Multitasking

Education

Diploma/Degree in Business Administration, Procurement, Supply Chain Management or related

Tools

Microsoft Excel

Microsoft Word

ERP systems

Job description

To manage the company’s daily administrative work and procurement activities, ensuring office and production requirements are purchased on time, at reasonable prices, and with proper documentation and records.

Key Responsibilities

1. Procurement & Purchasing

Source and purchase materials, equipment, tools, office supplies and other items required by the company.

Obtain quotations from suppliers and compare prices, quality, availability and delivery time.

Prepare Purchase Orders (PO) and purchase-related documents.

Follow up with suppliers on orders, delivery dates and outstanding items.

Negotiate prices, payment terms and delivery arrangements where appropriate.

Monitor stock levels and arrange purchases before items run out.

Maintain an updated list of approved suppliers and supplier contacts.

Check delivered goods against PO, delivery order and quantity ordered.

Report damaged, incorrect or incomplete deliveries to suppliers.

Coordinate with Production, Installation, Admin and other departments regarding their purchasing requirements.

Maintain proper procurement records for audit and reference.

2. Administrative Duties

Handle daily office administrative matters and ensure the office runs smoothly.

Maintain proper filing of company documents, records and correspondence.

Manage office stationery, pantry supplies and other office items.

Conduct regular stock checks for office supplies and company items.

Prepare letters, forms, reports, memos and other documents when required.

Assist in maintaining company records and databases.

Coordinate with suppliers, contractors, customers and other external parties when required.

Handle incoming calls, emails and general enquiries.

Assist management with administrative tasks and ad-hoc assignments.

Check supplier invoices against PO and Delivery Order (DO).

Submit verified invoices and supporting documents to Finance for payment.

Follow up on outstanding supplier invoices and payment status when required.

Ensure purchasing documents are complete and properly filed.

4. Inventory & Company Items

Monitor stock levels of commonly used materials and office supplies.

Assist in stock take and maintain accurate inventory records.

Report shortages, damaged items or unusual stock discrepancies to management.

Ensure company property and purchased items are properly recorded and accounted for.

5. Coordination with Departments

Communicate with Production and other departments regarding material requirements.

Confirm specifications, quantities and required delivery dates before placing orders.

Coordinate urgent purchases when required for ongoing projects.

Ensure materials are available according to project and production schedules.

Requirements

Diploma/Degree in Business Administration, Procurement, Supply Chain Management or a related field is preferred.

2–3 years of relevant experience in administration, purchasing or procurement.

Experience in a manufacturing, construction, signage or similar industry will be an advantage.

Good communication and negotiation skills.

Able to communicate with suppliers professionally.

Good organisational and time-management skills.

Able to work independently and follow up on tasks.

Good knowledge of Microsoft Office, especially Excel and Word.

Experience with purchasing/ERP/accounting systems is an advantage.

Able to handle multiple tasks and work under pressure.

Possess a valid driving licence and own transport would be an advantage.