Procurement Cum Admin Executive

Genesis Plumbing; Selangor; On-site; MYR 100,000 - 150,000; Full time

Job summary

A plumbing company in Malaysia is seeking a procurement officer to manage purchasing functions, including vendor negotiations and contract management. The ideal candidate will have a diploma or degree in business studies, along with at least 2 years of relevant experience. Key responsibilities include processing purchase requisitions, managing budgets, and ensuring timely delivery of materials. Proficiency in Microsoft Word and Excel, and strong communication skills in English and Bahasa Malaysia are essential.

Qualifications

• Diploma or Degree in Business Studies or relevant certification.
• At least 2 years of working experience in a similar capacity.
• Basic knowledge of purchasing.
• Able to work independently with minimal supervision.
• Able to communicate and write in English and Bahasa Malaysia.

Responsibilities

• Process purchase requisition and verify specifications.
• Enquire quotations and negotiate with vendors.
• Check stock availability and manage budget for purchases.
• Prepare Purchase Order considering lead times.
• Assist project team with delivery arrangements.

Skills

Communication skills

Independent working

Basic purchasing knowledge

Education

Diploma or Degree in Business Studies

Tools

Microsoft Word

Microsoft Excel

Job description

Required to- DO (Key Result Areas & Activities)

Procurement

• Process purchase requisition and verify with project team to gain understanding on the materials to purchase and ensure the specifications meet the requirements.
• Enquire quotations and negotiate with vendors to secure the most advantageous terms and prepare for comparison with other vendors.
• Check prices through database / system and source for new vendors to find better pricing and alternative materials.
• Check with vendors on material stock availability to ensure the delivery lead time meet the required date.
• Manage within a given budget to purchase goods and services from vendors and revert to department head on decision and confirmation.
• Prepare for Purchase Order within the stipulated time by taking into consideration of the product delivery lead time and site required date.
• Assist project team on delivery arrangement and to get the related product certificate or samples for submission purpose.
• Prepare equipment / material delivery summary and follow up with Accounts Department on C.O.D payment so that delivery can be made on time.
• Inform internal team and external parties on issues regarding purchasing terms & conditions.
• Maintain and update price list record and Purchase Order records.

Contract Management

• Prepare for sub-contractor Letter Of Award.
• Follow up with project team on the monthly client progress claim submission and prepare the progress claim submission letter before submission cut-off date.
• Assist to prepare pre-qualification documents and tender document submission (e.g., Company details part) for client quotation and ensure submission within deadline.
• Prepare for Inter-co progress claim within the time frame.
• Assist to prepare client Variation Order submission letter.
• Maintain the Letter Of Award records and assist in contract stamping.

Document Control

• Prepare, update and submit documentation to obtain certification for company asset calibration and ensure validity at all times.
• Maintain and update the Vendors list and records and ensure all new vendors fill up the vendor registration form and provide the necessary documents.
• Assist in annual performance review for vendors – vendor assessment documents.
• Files and maintain records for all equipment, material, asset, calibration and ISO related documents.

Others

• Assist in banking matter (e.g., bank draft, tender/ performance bond).
• Ad hoc.

Required to - KNOW (Skills, Knowledge & Behaviours)

• Diploma or Degree in Business Studies or other relevant professional certification or other relevant professional certification.
• At least 2 years of working experience in a similar capacity.
• Basic knowledge of purchasing.
• Able to work independently with minimal supervision.
• Communication skills to coordinate and work with vendors and other departments.
• Able to communicate and write well in English Language and Bahasa Malaysia.
• Intermediate computer skills in Microsoft Word and Microsoft Excel.