EXECUTIVE, PURCHASING

KPJ Healthcare Berhad; Kuala Lumpur; On-site; MYR 39,000 - 57,000; Full time

Job summary

KPJ Healthcare Berhad is seeking a Purchasing Executive to support procurement activities across the hospital network. You will liaise with suppliers, obtain quotations, prepare purchase orders and ensure accurate invoice processing.

The role involves stock monitoring, GRN processing, record keeping, and adherence to procurement procedures. Candidates should have a Diploma or degree, at least 1 year of experience, and strong negotiation and communication skills.

Qualifications

• Diploma or degree required.
• Minimum 1 year working experience in procurement.
• Strong knowledge of procurement process and supplier management.
• Computer skills including Word, Excel and PowerPoint.
• Excellent negotiation, communication and interpersonal skills.
• Ability to work independently and in a team.

Responsibilities

• Contact suppliers to obtain quotations and clarify supplies.
• Prepare purchase orders after management approval.
• Verify invoices against purchase orders and coordinate with Finance.
• Process GRNs within 24 hours of invoice receipt.
• Submit invoices and GRNs to Finance within 7 days.
• Maintain and organize PO, quotation and request records.
• Monitor stock movements and update stock levels daily.
• Update price codes and coordinate with IT for pricing.
• Ensure security of purchasing services and restricted access.
• Perform stock takes and ensure records accuracy.

Skills

Negotiation skills

Computer skills

Communication skills

Teamwork

Independent work

Education

Diploma/Degree

Tools

HITS system

Job description

1. To contact suppliers to obtain quotations and to clarify matters regarding supplies.

- To get a quotation for the proposed items required for recommendation / selection.

2. To purchase item upon approval from Management. To generate purchase order.

- The user services send the Requisition Form to the Purchasing Services after fulfilling all the information in the Request Form and certified by the HOS and approved by management for purchase order issuance.

3. Processing of invoices by verifying goods billed (invoices) vs. purchase order information interfaces with Head of Purchasing on discrepancies. Ensure smooth PO process until received by supplier.

- Ensure invoices process correctly.

4. To process invoice by generate Good Received Notes (GRN).

- Ensure GRN generated within 24 hours upon receiving invoice.

5. To ensure invoice & GRN submit to Finance Services on time.

- Ensure invoice submit to Finance within 7 days from received invoice.

6. To file purchase order (PO), quotation and request in a systematic manner.

- Monitoring and maintaining purchase record effectively.

7. To monitor stock movement all items in the store into the computer system on a daily basis ensuring that the stock level are up to date.

- Determine supply needs and stock levels of regularly used supplies based on usage rate, storage space available, product shelf life, and delivery time.

8. To update charge price by fill up Price Code Form and send to IT for process.

- Ensure all price update accordingly

9. To be responsibility for the security of the purchasing service at all time.

- Secure storage with only authorized staff having access.

10. Maintains data on current orders and tracks orders to ensure end user requirements are met.

- Follow up by made a phone call and send reminder letter to supplier.

11. To perform stock take exercise as required.

- Ensuring that records are accurate and up to date.

12. To keep all supplier information of quotation as confidential from other supplier

- Keep safe all info from supplier to other supplier and relative.

13. Carry out other responsibilities or duties assigned from time to time by Head of Purchasing. - Cover Head during he/she leave and monitor all team member discipline.

Special Task:-

• Ensured all purchasing reports were prepared and submitted accurately and on time. Conducted quotation comparisons, evaluating pricing, quality, and supplier terms to support cost-effective purchasing decisions.
• Monitored inventory movements and store operations to ensure stock quantities matched system records and physical inventory.
• Verified stock requests against actual supplies and cross-checked inventory transaction records with physical stock counts.
• Processed inventory adjustments in the HITS system, including Goods Received (GRT), department transfers, and other stock transactions, ensuring timely and accurate updates.
• Managed month-end purchasing activities by monitoring stock levels, performing stock adjustments, and ensuring inventory accuracy.
• Processed and monitored inventory transactions (LI, LO, LIR, LOR, IR, DIS, AI, AO, etc.) to maintain accurate stock records.
• Monitored purchasing team compliance with company procedures and reported operational issues to the Head of Services.
• Covered the Head of Services' responsibilities during leave, ensuring smooth purchasing operations and adherence to procurement procedures.

14. Carry out duties as an employee as stipulated in Occupational Safety and Health Act (Amendments) 2022 and Other Regulations:-

- To take reasonable care at work for the safety of yourself and other persons;

- To co-operate with your employer or any other person in the discharge of any duty;

- To wear or use any protective equipment or clothing provided by the employer;

- To comply with any instruction or measure on occupational safety and health.

15. Participate actively in any other new service that is introduced.

- Conformance to ISO 9001:2015, ISO 14001:2015, OHSAS 45001:2018, and/or Hospital Accreditation requirements.

16. Ensure adherence to Standard People Practice (SPP).

- To adhere to Standard People Practice (SPP).

17. Ensure you to actively participate in all 5S activities. Responsible and accountable to carry out all 5S activities directed by the Management.

Job Requirement:

Education:

• DIPLOMA/DEGREE

Knowledge and Experiences:

• At least 1 year working experience
• Knowledgeable and having strong commitment towards procurement process
• Computer skills (word, excel and PowerPoint)
• Negotiation skills to deal with suppliers and vendor
• Good communication and interpersonal skills
• Able to work independently and as a team.

Personal attributes:

• Clerical Skills of Purchasing Process
• Detail Oriented Purchasing
• Auto Delivery Communication Skills

Unlock job insights

Hirer responsiveness Salary match Number of applicants

Healthcare Services More than 10,000 employees

KPJ Healthcare Berhad is the leading provider of private healthcare services in Malaysia, with a history dating back to 1981 when it introduced the first private specialist hospital in Johor. The Group's core values of Safety, Courtesy, Integrity, Professionalism, and Continuous Improvement drive its integrated network of more than 29 specialist hospitals across Malaysia. Additionally, KPJ has expanded its presence internationally, with hospitals in Indonesia, Bangkok, and Bangladesh, as well as investments in retirement and age-care resorts in Australia and Malaysia.

KPJ's competitive advantage stems from its extensive reach and accessibility throughout the nation, offering a wide range of medical specialist services, some of which are pioneering in the country's healthcare industry. The company also excels in utilizing integrated technology to enhance patient care, including the adoption of Cloud Computing and continuous improvements to the KPJ Clinical Information System (KCIS). Furthermore, KPJ is exploring digitalized medical technology applications in areas such as E-Pharmacy, wearable technology, robotics, Artificial Intelligence (AI), and the Internet of Things (IoT).

With over three and a half decades of experience in hospital development and management, KPJ is built on strong fundamentals, positioning it well for the evolving healthcare industry. The company's health tourism segment has experienced significant growth through aggressive marketing strategies, expanding its footprint in various regions.

In addition to hospital-based care, KPJ has made strides in healthcare-related industries, particularly in KPJ Senior Living Care services and Healthcare Education, recognizing their potential for the future due to increasing consumer demand. KPJ hospitals have received recognition from accreditation bodies, ensuring the quality and safety of their services.

The company is committed to giving back to the community and has established a network of Klinik Wakaf An-Nur (KWAN) charity clinics and a Hospital Waqaf An-Nur (HWAN) to provide care to the underprivileged. With 18 KWAN clinics and five mobile clinics, KPJ's efforts have positively impacted over one million patients since 1998.

Overall, KPJ Healthcare Berhad's extensive network, commitment to innovation, and dedication to quality healthcare services and community outreach make it a prominent and trusted player in the private healthcare industry.

KPJ Healthcare Berhad is the leading provider of private healthcare services in Malaysia, with a history dating back to 1981 when it introduced the first private specialist hospital in Johor. The Group's core values of Safety, Courtesy, Integrity, Professionalism, and Continuous Improvement drive its integrated network of more than 29 specialist hospitals across Malaysia. Additionally, KPJ has expanded its presence internationally, with hospitals in Indonesia, Bangkok, and Bangladesh, as well as investments in retirement and age-care resorts in Australia and Malaysia.

KPJ's competitive advantage stems from its extensive reach and accessibility throughout the nation, offering a wide range of medical specialist services, some of which are pioneering in the country's healthcare industry. The company also excels in utilizing integrated technology to enhance patient care, including the adoption of Cloud Computing and continuous improvements to the KPJ Clinical Information System (KCIS). Furthermore, KPJ is exploring digitalized medical technology applications in areas such as E-Pharmacy, wearable technology, robotics, Artificial Intelligence (AI), and the Internet of Things (IoT).

With over three and a half decades of experience in hospital development and management, KPJ is built on strong fundamentals, positioning it well for the evolving healthcare industry. The company's health tourism segment has experienced significant growth through aggressive marketing strategies, expanding its footprint in various regions.

In addition to hospital-based care, KPJ has made strides in healthcare-related industries, particularly in KPJ Senior Living Care services and Healthcare Education, recognizing their potential for the future due to increasing consumer demand. KPJ hospitals have received recognition from accreditation bodies, ensuring the quality and safety of their services.

The company is committed to giving back to the community and has established a network of Klinik Wakaf An-Nur (KWAN) charity clinics and a Hospital Waqaf An-Nur (HWAN) to provide care to the underprivileged. With 18 KWAN clinics and five mobile clinics, KPJ's efforts have positively impacted over one million patients since 1998.

Overall, KPJ Healthcare Berhad's extensive network, commitment to innovation, and dedication to quality healthcare services and community outreach make it a prominent and trusted player in the private healthcare industry.

What can I earn as a Purchasing Executive