Buyer Admin Executive

Private Advertiser; Kuala Lumpur; On-site; MYR 42,000 - 64,000; Full time

Job summary

Private Advertiser is seeking a responsible Buyer Admin Executive to provide administrative and coordination support to the Buying/Merchandising team. You will assist with supplier documentation, product and pricing records, and day-to-day coordination between buyers, suppliers, branches, and internal departments in a fast-paced retail environment.

The role requires organization, the ability to handle large quantities of product and supplier data, and strong follow-up on multiple deadlines.

Qualifications

• Diploma in Business Administration or related field required.
• 1–3 years in purchasing administration, buying support, or retail ops.
• Experience in retail/FMCG is preferred.
• Proficient with Microsoft Excel and MS Office.
• Strong documentation and data-entry skills.

Responsibilities

• Provide day-to-day administrative and coordination support to the Buyer and Buying/Merchandising team.
• Assist with new supplier and new product/SKU documentation, ensuring required information and supporting documents are complete.
• Maintain and update supplier, product, pricing, listing, and other purchasing-related records.
• Coordinate and follow up with suppliers on product information, quotations, price changes, promotional submissions, and required documentation.
• Assist Buyers in preparing and processing product listing, price changes, promotional activities, and other related submissions.
• Ensure approved pricing, promotion, product, and supplier information is accurately recorded and submitted for system updates within the required timeline.
• Assist in preparing purchasing, sales, stock, promotion, and supplier-related reports for the Buying team.
• Follow up on outstanding documents, approvals, supplier matters, and other action items to ensure timely completion.
• Coordinate with internal departments such as Finance, Operations, Inventory/MIS, Marketing, and branches on purchasing and supplier-related matters.
• Maintain proper filing and documentation of supplier agreements, quotations, promotional forms, product information, and other relevant records.

Skills

Data entry

Coordination

Attention to detail

Communication skills

Education

Diploma in Business Administration

Tools

Microsoft Excel

Job description

We are looking for a responsible and detail-oriented Buyer Admin Executive to provide administrative and coordination support to the Buying/Merchandising team. The successful candidate will assist with supplier documentation, product and pricing records, promotional activities, purchase-related administration, and day-to-day coordination between buyers, suppliers, branches, and internal departments. This role is suitable for someone who is organized, comfortable working with large amounts of product and supplier information, and able to follow up closely on multiple deadlines in a fast-paced retail environment.

Key responsibilities

Provide day-to-day administrative and coordination support to the Buyer and Buying/Merchandising team

Assist with new supplier and new product/SKU documentation, ensuring required information and supporting documents are complete

Maintain and update supplier, product, pricing, listing, and other purchasing-related records

Coordinate and follow up with suppliers on product information, quotations, price changes, promotional submissions, and required documentation

Assist Buyers in preparing and processing product listing, price changes, promotional activities, and other related submissions

Ensure approved pricing, promotion, product, and supplier information is accurately recorded and submitted for system updates within the required timeline

Assist in preparing purchasing, sales, stock, promotion, and supplier-related reports for the Buying team

Follow up on outstanding documents, approvals, supplier matters, and other action items to ensure timely completion

Coordinate with internal departments such as Finance, Operations, Inventory/MIS, Marketing, and branches on purchasing and supplier-related matters

Maintain proper filing and documentation of supplier agreements, quotations, promotional forms, product information, and other relevant records

About you

Minimum Diploma in Business Administration, Purchasing, Supply Chain, Retail Management, or a related field

At least 1–3 years of relevant experience in purchasing administration, buying support, merchandising administration, retail operations, or a related function

Experience in the retail, supermarket, FMCG, or grocery industry is preferred

Proficient in Microsoft Office, particularly Microsoft Excel

Good administrative, documentation, data-entry, coordination, and follow-up skills

Detail-oriented and able to work accurately with product codes, pricing, supplier information, and large amounts of data

Able to manage multiple deadlines and follow up on outstanding matters independently

Good communication and interpersonal skills when dealing with suppliers and internal departments

Proficiency in Mandarin is preferred, as the role may require communication and coordination with Mandarin-speaking suppliers and business partners

Able to work independently as well as collaboratively in a fast-paced retail environment