PROCUREMENT COORDINATOR

GST Fine Foods; Seberang Perai; On-site; MYR 30,000 - 45,000; Full time

Job summary

A reputable food company located in Seberang Perai, Malaysia is seeking a Procurement Specialist responsible for preparing purchase orders, coordinating with suppliers, and monitoring deliveries. The ideal candidate holds a Diploma or Degree in Supply Chain Management or related fields, with 1-2 years of experience in procurement. Strong communication, negotiation skills, and the ability to multitask are essential. Knowledge of procurement processes is advantageous, and Mandarin-speaking candidates are preferred to communicate with clients.

Qualifications

• 1-2 years of working experience in purchasing or procurement.
• Detail-oriented and able to work independently.
• Knowledge of procurement processes is a plus.

Responsibilities

• Prepare and issue Purchase Orders accurately.
• Maintain communication with suppliers to track order status.
• Track inbound deliveries and coordinate with warehouse.
• Maintain accurate and up-to-date purchasing records.
• Support cost reduction initiatives.

Skills

Communication skills in Bahasa Melayu

Negotiation skills

Organization

Multitasking

Education

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

Job description

1. PO Preparation and Processing

• Prepare and issue Purchase Orders (PO) accurately based on approved Purchase Request Forms (PRF)
• Ensure all PO details are correct before submission
• Request, collect, and compare quotations from multiple suppliers to ensure competitive pricing and terms
• Assist in negotiating prices, payment terms and delivery arrangements with suppliers
• Follow up with suppliers to confirm acceptance of PO and delivery schedule

2. Supplier Coordination and Communication

• Maintain regular communication with suppliers to track order status and resolve any issues related to delays, shortages, or product discrepancies
• Liaise with suppliers regarding lead times, product availability and urgent orders
• Build and maintain good working relationships with suppliers to ensure reliability and long-term cooperation
• Update supplier database, including contact information, price lists product information and performance history

3. Delivery and Logistics Monitoring

• Track inbound deliveries and coordinate with warehouse to ensure goods received match PO and delivery documents
• Notify warehouse of expected arrival dates and provide necessary documentation
• Assist in resolving delivery problems such as wrong items, quantity differences or damaged goods
• Monitor outstanding PO and ensure timely closure after goods are received

  4. Documentation and Record Management

  • Maintain accurate and up-to-date purchasing records, including PO, quotations, invoices and supplier correspondence
  • Organize and update procurement files according to company SOP and audit requirements
  • Ensure all procurement-related documents are properly filed for traceability and compliance
  • Assist in preparing weekly or monthly procurement reports for management review

  5. Cost Control and Process Improvement

  • Support cost reduction initiatives by identifying better pricing, alternative suppliers, more efficient purchasing methods
  • Provide input on procurement planning based on demand, stock levels and supplier performance
  • Assist in reviewing procurement processes and improving workflow efficiency
  • Monitor price changes and provide timely updates to relevant departments

  6. Cross-Department Coordination

  • Work closely with Warehouse, Inventory and production teams to understand material requirements and ensure timely supply
  • Provide purchasing updates to internal teams when needed (e.g., delivery delays, price changes, supplier issues)
  • Support in ad-hoc tasks, urgent purchases or special projects

  Requirements

  • Diploma or Degree in Supply Chain Management, Business Administration, Procurement or related fields
  • 1-2 years of working experience in purchasing or procurement. Fresh graduates with strong interest in this field may be considered
  • Strong communication, negotiation and follow-up skills
  • Detail-oriented, organized and able to work independently with minimal supervision
  • Able to multitask, prioritize work and handle urgent orders professionally
  • Good teamwork and able to coordinate effectively with internal teams and external teams
  • Knowledge of procurement process, purchasing documentation and basic supply chain concepts is an added advantage
  • Communication skills in Bahasa Melayu, English and Mandarin (Mandarin speaking candidates preferred to effectively communicate with Mandarin-speaking clients)