Procurement Executive

Hitachi Sunway Information Systems; Subang Jaya; On-site; MYR 100,000 - 150,000; Full time

Job summary

A leading information systems company in Malaysia is seeking a Procurement Specialist to assist in purchase order processing, supplier onboarding, and record maintenance. Ideal candidates will have at least a Diploma/Degree in Business Management, with fresh graduates encouraged to apply. Proficiency in English and computer skills are essential for this entry-level role.

Qualifications

• Minimum education of Diploma or Degree in Business Management or equivalent.
• Entry-level experience in procurement or purchasing is a plus.
• Fresh graduates are encouraged to apply.

Responsibilities

• Collaborate with internal departments to clarify procurement needs.
• Manage the end-to-end supplier onboarding process.
• Maintain an organized procurement database.
• Support the Procurement Manager in process improvements.

Skills

Proficiency in English

Computer literacy

Time management

Attention to detail

Collaboration skills

Education

Diploma/Degree in Business Management

Tools

Microsoft Office Suite

Job description

Job Responsibilities

Purchase Order Processing

• Collaborate with internal departments to understand procurement requirements, ensuring clarity of needs and specifications.
• Verify all supporting documents, including requisitions, contracts, vendor quotes, and approvals, to ensure compliance with organizational policies and procedures.
• Create, review, and process purchase orders promptly, ensuring accurate details such as pricing, quantity, delivery terms, and payment terms are reflected.
• Track and follow up on the status of purchase orders to ensure timely approvals and issuance.
• Resolve discrepancies or issues related to purchase orders, coordinating with relevant departments and suppliers to ensure smooth and effective transactions on daily operations.

Supplier Onboarding and Management

• Manage the end-to-end supplier onboarding process, including background checks, qualification assessments, and documentation reviews.
• Ensure suppliers meet company standards for compliance, quality, and reliability.

Record Maintenance

• Maintain an organized and up-to-date procurement database, including purchase orders, supplier communications, contracts, and other procurement documentation.
• Ensure proper document control, archiving, and retrieval processes to maintain compliance with internal audits and external regulations.
• Update supplier profiles, payment terms, and performance records regularly to reflect current information.
• Maintain an efficient filing system for both physical and electronic procurement documents.

Reporting, Process Optimization and Support

• Timely updates and submission of purchasing reports as per schedule or timeline assigned by Procurement Manager.
• Support the Procurement Manager in implementing procurement strategies/initiatives, procurement process improvements, and conducting market research.
• Participate in periodic audits and reviews to ensure procurement activities align with company goals and regulations.
• Manage ad hoc tasks or unforeseen issues as assigned from time to time.

Minimum Requirements

• Education: Candidate must possess at least a Diploma/Degree in Business Management or equivalent. Entry-level experience in procurement or purchasing is a plus, such as internships or previous roles in a similar field. Fresh graduates are encouraged to apply.
• Language Skills: Proficiency in English, both verbal and written.
• Computer Skills: Computer literate and proficiency in Microsoft Office Suite (Excel, Word, PowerPoint). Strong working knowledge of computer skills and application software is a plus.
• Time Management: Ability to manage time efficiently and prioritize tasks in a fast-paced environment.
• Ability to maintain accuracy under tight deadlines and with minimum supervision.
• Detail-oriented and passionate about procurement management.
• Ability to work independently as well as collaboratively in a team setting.
• Ability to build and maintain positive relationships with internal and external stakeholders.
• Proactive, willing to learn and adapt to changing priorities.