Procurement Operations Specialist: Vendors, Contracts & Claims

G-Asiapacific; Selangor; On-site; MYR 45,000 - 78,000; Full time

Benefits offered by this job

Parking

Medical allowance

Travel allowances

Job summary

G-Asiapacific is seeking a proactive Commercial & Procurement Operations Executive to support a broad range of procurement and contracting activities. You will manage POs, vendor registrations, funding claims, and tender documentation while coordinating with internal stakeholders and external partners.

The role requires a detail-oriented individual who can work independently or in a team, with strong English and Bahasa Malaysia communication skills and proficiency in Microsoft Office.

Qualifications

• Diploma graduate in Accounting, Finance, Business Administration or related field.
• Fluent in English and Bahasa Malaysia, both written and spoken.
• Excellent communication, organizational and time-management skills.
• Proficient in Microsoft Office applications.
• Strong attention to detail and ability to work independently or in a team.
• Proactive, responsible and eager to learn.

Responsibilities

• Manage and coordinate the issuance of Purchase Orders (POs) and related procurement documentation.
• Liaise with internal requestors, vendors and relevant departments to ensure procurement requirements are processed accurately and efficiently.
• Maintain and update procurement and cross-departmental trackers.
• Support purchasing activities for hardware, software licensing, training and other business requirements.
• Assist in coordinating vendor payment control and related follow-ups.
• Manage the registration of the company as a vendor through email, online portals and other relevant registration platforms.
• Maintain and update vendor and customer transaction portals to ensure the company’s registration status and information remain active and up to date.
• Assist in preparing and coordinating partner appointment letters and other vendor-related documentation.
• Coordinate with internal stakeholders to obtain required documents and invoice information for funding claims.
• Submit funding claims through relevant online portals and communicate submission status internally.
• Maintain and update funding trackers and relevant records.
• Manage funding portals, including support ticket submissions and case follow-ups.
• Coordinate external documents requiring internal review, management approval or signature.
• Manage and monitor LHDN stamping submissions and approval status.
• Maintain relevant contract and agreement trackers.
• Prepare and coordinate supporting documents for public sector agreements and other commercial documentation.
• Support the administration and maintenance of compliance-related documents and declarations.
• Monitor relevant tender portals and support potential tender participation.
• Assist in the preparation of tender and RFx documentation and supporting documents.
• Coordinate with internal departments and external parties to obtain required information and documentation.
• Support online and onsite document submissions when required.
• Maintain and update tender and RFx trackers.
• Provide operational support and backup across the Commercial & Procurement Operations function when required.
• Assist with document submission, collection and delivery, including onsite activities where necessary.
• Perform other related duties as assigned from time to time.

Skills

Fluent in English

Bahasa Malaysia

Communication

Organizational skills

Time management

Microsoft Office

Detail-oriented

Team player

Independent worker

Proactive

Education

Diploma in Accounting, Finance, Business Administration or related

Tools

Microsoft Office

Job description

G-Asiapacific is seeking a proactive Commercial & Procurement Operations Executive to support a broad range of procurement and contracting activities. You will manage POs, vendor registrations, funding claims, and tender documentation while coordinating with internal stakeholders and external partners.

The role requires a detail-oriented individual who can work independently or in a team, with strong English and Bahasa Malaysia communication skills and proficiency in Microsoft Office.