Purchasing Clerk

TOP TRADING & SUPPLY SND BHD; West Coast Division; On-site; MYR 33,000 - 50,000; Full time

Job summary

TOP TRADING & SUPPLY SND BHD in Sabah seeks a Purchasing Clerk to assist in PO processing, supplier quotations and stock coordination. You will ensure timely deliveries and accurate records while coordinating with warehouse and finance teams.

The role requires 1–2 years purchasing or admin experience, good Excel/Word skills, and ability to communicate in Mandarin, Bahasa Malaysia and English. SOP compliance is essential.

Qualifications

• Minimum SPM or Diploma in Business Administration.
• 1–2 years of purchasing or administrative experience preferred.
• Familiar with PO, DO, CN, Purchase Return and supplier invoices.
• Proficient in Microsoft Excel, Word and computer systems.
• Able to communicate in Mandarin, Bahasa Malaysia and English.

Responsibilities

• Assist in preparing and processing Purchase Orders (PO) according to company requirements and stock requests.
• Source and obtain quotations from suppliers to compare product prices and purchasing costs.
• Communicate with suppliers regarding product availability, pricing, order quantities and delivery schedules.
• Follow up on outstanding purchase orders and ensure timely delivery of goods.
• Prepare, check and verify Delivery Orders (DO) against approved Purchase Orders and actual goods received.
• Process and maintain proper records of supplier invoices, quotations, DO and other purchasing documents.
• Monitor stock levels and identify products that require replenishment.
• Coordinate with outlet managers, stockkeepers and warehouse personnel regarding stock requirements.
• Prepare purchase requisitions and submit them for management approval.
• Ensure all purchasing documents contain accurate item codes, product descriptions, quantities and prices.
• Assist in comparing supplier quotations and negotiating competitive purchasing prices.
• Update product information, item codes, purchasing costs and supplier details in the company system.
• Coordinate incoming stock deliveries with the warehouse and stockkeeping team.
• Follow up with suppliers regarding delayed, missing, incorrect or damaged deliveries.
• Prepare and process Credit Notes (CN) for supplier returns, shortages and pricing adjustments.
• Prepare and process Purchase Returns (P.Return) for damaged, defective, incorrect or excess goods.
• Follow up with suppliers on outstanding credit notes, replacement goods and purchase return arrangements.
• Verify supplier invoices against Purchase Orders, Delivery Orders and Credit Notes.
• Maintain an updated supplier database, contact list and purchasing records.
• Prepare daily, weekly and monthly purchasing reports for management review.
• Coordinate with the finance and accounting departments regarding supplier invoices and payment arrangements.
• Monitor supplier performance, delivery schedules and product quality.
• Ensure all purchasing transactions comply with company SOPs and management approval procedures.
• Maintain proper documentation and filing for purchasing transactions, stock movements and audit purposes.
• Perform other purchasing, administrative and operational duties as assigned by management.

Skills

Communication skills

Time management

Microsoft Excel

Microsoft Word

Education

SPM / Diploma in Business Administration

Tools

PO system

Job description

Assist in preparing and processing Purchase Orders (PO) according to company requirements and stock requests.

Source and obtain quotations from suppliers to compare product prices and purchasing costs.

Communicate with suppliers regarding product availability, pricing, order quantities and delivery schedules.

Follow up on outstanding purchase orders and ensure timely delivery of goods.

Prepare, check and verify Delivery Orders (DO) against approved Purchase Orders and actual goods received.

Process and maintain proper records of supplier invoices, quotations, DO and other purchasing documents.

Monitor stock levels and identify products that require replenishment.

Coordinate with outlet managers, stockkeepers and warehouse personnel regarding stock requirements.

Prepare purchase requisitions and submit them for management approval.

Ensure all purchasing documents contain accurate item codes, product descriptions, quantities and prices.

Assist in comparing supplier quotations and negotiating competitive purchasing prices.

Update product information, item codes, purchasing costs and supplier details in the company system.

Coordinate incoming stock deliveries with the warehouse and stockkeeping team.

Follow up with suppliers regarding delayed, missing, incorrect or damaged deliveries.

Prepare and process Credit Notes (CN) for supplier returns, shortages and pricing adjustments.

Prepare and process Purchase Returns (P.Return) for damaged, defective, incorrect or excess goods.

Follow up with suppliers on outstanding credit notes, replacement goods and purchase return arrangements.

Verify supplier invoices against Purchase Orders, Delivery Orders and Credit Notes.

Maintain an updated supplier database, contact list and purchasing records.

Prepare daily, weekly and monthly purchasing reports for management review.

Coordinate with the finance and accounting departments regarding supplier invoices and payment arrangements.

Monitor supplier performance, delivery schedules and product quality.

Ensure all purchasing transactions comply with company SOPs and management approval procedures.

Maintain proper documentation and filing for purchasing transactions, stock movements and audit purposes.

Perform other purchasing, administrative and operational duties as assigned by management.

Recommended job requirements

Minimum SPM / Diploma in Business Administration, Purchasing or equivalent.

1-2 years of purchasing or administrative experience preferred.

Familiar with PO, DO, CN, Purchase Return and supplier invoices.

Proficient in Microsoft Excel, Word and computer systems.

Able to communicate in Mandarin, Bahasa Malaysia and English.

Strong attention to detail and documentation accuracy.

Good communication, coordination and time-management skills.