Purchasing Executive (E-commerce)

TONG FONG CENTURY SDN. BHD.; Kajang; On-site; MYR 42,000 - 60,000; Full time

Job summary

Tong Fong Century Sdn. Bhd. is seeking a proactive Purchasing Executive to oversee end-to-end procurement for our e-commerce operations.

You will source suppliers, negotiate terms, manage PO processes, and monitor inventory to ensure stock availability, quality, and cost efficiency. The role requires strong supplier management, negotiation, analytical and coordination skills, plus experience with e-commerce platforms and cross-department collaboration.

Qualifications

• Experience in supplier management and price negotiation.
• Ability to analyze sales data, stock levels and purchasing trends.
• Strong coordination across E-Commerce, Marketing, Warehouse and Finance.
• Familiar with inventory management, MOQ, lead times and demand planning.
• Proficient in Microsoft Excel; experience with ERP or purchasing systems is a plus.
• Good command of English and Bahasa Malaysia; Mandarin is a plus.

Responsibilities

• Source and identify suitable suppliers, manufacturers and products.
• Obtain quotations, compare pricing, MOQ, lead times and payment terms.
• Prepare Purchase Orders and ensure proper approvals.
• Monitor inventory levels and coordinate with warehouse for stock availability.
• Negotiate terms to achieve cost savings and favorable supplier conditions.
• Maintain supplier and product databases and conduct periodic performance reviews.

Skills

Supplier management

Negotiation skills

Analytical skills

Coordination

Education

Diploma or Bachelor's Degree in Purchasing/Procurement

Tools

Microsoft Excel

ERP systems

Job description

We are looking for a proactive and detail-oriented Purchasing Executive to manage the end-to-end purchasing activities for our e-commerce business. The role is responsible for sourcing products and suppliers, negotiating pricing and terms, monitoring inventory levels, coordinating purchase orders and deliveries, and ensuring products are available at the right quantity, quality, price, and time.

The ideal candidate should have strong supplier management, negotiation, analytical, and coordination skills, with a good understanding of e-commerce purchasing, inventory movement, product demand, and marketplace operations.

KEY RESPONSIBILITIES:

1. Procurement & Purchasing

Source and identify suitable suppliers, manufacturers and products according to company requirements.

Obtain and compare quotations, pricing, MOQ, lead time and payment terms.

Negotiate with suppliers to achieve competitive pricing and favourable commercial terms.

Prepare and issue Purchase Orders (PO) and ensure purchases are properly approved.

Follow up on purchase orders and ensure timely delivery.

Monitor supplier performance, including pricing, quality, delivery and responsiveness.

2. Product Sourcing & Selection

Research new products, trending products and potential suppliers for the e-commerce business.

Evaluate products based on market demand, selling price, margin and competition.

Coordinate with the E-Commerce / Marketing team on new product requirements.

Conduct product and supplier comparisons before recommending purchases.

Maintain an updated supplier and product database.

3. Inventory & Stock Management

Monitor inventory levels and identify products that require replenishment.

Coordinate with warehouse and operations teams to ensure sufficient stock availability.

Analyse sales trends and stock movement to determine appropriate purchasing quantities.

Avoid overstocking, stock shortages and slow-moving inventory.

Monitor ageing and slow-moving stock and recommend appropriate actions.

Develop and maintain good relationships with existing suppliers.

Identify alternative suppliers to reduce dependency and improve purchasing flexibility.

Handle supplier issues relating to delivery delays, defective products, shortages and pricing discrepancies.

Negotiate replacements, refunds or compensation for defective or incorrect goods where applicable.

Conduct periodic supplier performance reviews.

5. Cost & Margin Control

Monitor product costs and purchasing prices.

Negotiate cost reductions and better supplier terms where possible.

Work closely with Finance and E-Commerce teams to ensure product margins meet company requirements.

Monitor changes in supplier pricing, shipping costs and other purchasing-related expenses.

Provide purchasing cost analysis and recommendations to management.

6. Import & Logistics Coordination

Coordinate with suppliers and logistics providers on shipment arrangements.

Monitor shipping schedules and expected arrival dates.

Ensure proper documentation for imported goods, where applicable.

Follow up on customs, freight and delivery issues together with the relevant departments.

Monitor freight and landed costs to ensure accurate product costing.

7. Quality Control

Ensure purchased products meet agreed specifications and quality standards.

Arrange product samples for evaluation before bulk purchases where necessary.

Coordinate with suppliers regarding product defects, quality complaints and returns.

Follow up on corrective actions with suppliers.

8. Documentation & Reporting

Maintain accurate records of quotations, POs, invoices, supplier information and delivery records.

Ensure purchasing transactions are properly documented and approved.

Prepare regular purchasing reports for management.

Track purchase costs, stock levels, supplier performance and outstanding orders.

Ensure purchasing activities comply with company policies and approval procedures.

9. Cross-Department Coordination

Work closely with:

E-Commerce Team – product demand, sales trends and new product requirements.

Marketing Team – promotions, campaigns and product launches.

Warehouse Team – stock levels, receiving and inventory issues.

Finance Team – PO, invoice, payment and cost reconciliation.

Customer Service Team – product quality and customer complaints.

Management – purchasing strategy, supplier selection and cost control.

JOB REQUIREMENTS

Diploma or Bachelor's Degree in Purchasing, Procurement, Supply Chain Management, Business Administration, E-Commerce, or a related field.

Minimum 2-3 years of relevant purchasing/procurement experience, preferably in an e-commerce, retail, FMCG, trading, or distribution environment.

Experience in product sourcing, supplier management, price negotiation, and purchase order management.

Strong understanding of inventory management, stock replenishment, MOQ, lead time, and product demand planning.

Experience dealing with local and/or overseas suppliers, particularly suppliers from China, is an advantage.

Strong negotiation skills with the ability to achieve competitive pricing, payment terms, MOQ, and delivery arrangements.

Good analytical skills with the ability to review sales data, purchasing trends, stock levels, and product performance.

Proficient in Microsoft Excel and familiar with ERP, inventory management, or purchasing systems.

Good understanding of e-commerce operations and marketplace environments such as Shopee, Lazada, TikTok Shop, or similar platforms is an advantage.

Good communication and interpersonal skills with the ability to work effectively with suppliers and internal departments.

Able to work closely with E-Commerce, Sales, Marketing, Warehouse, Finance, and Operations teams.

Strong attention to detail and accuracy in handling product information, pricing, purchase orders, and supplier documentation.

Good organisational and time-management skills, with the ability to manage multiple suppliers and purchasing orders simultaneously.

Proactive, responsible, commercially minded, and able to work independently.

Able to work in a fast-paced e-commerce environment and meet tight deadlines.

Good command of English and Bahasa Malaysia. Mandarin is an added advantage for communication with China-based suppliers.

Willing to undertake occasional supplier visits, product sourcing activities, or business travel when required.