Purchasing & Inventory Executive

Joy Design Studio Sdn Bhd; Petaling Jaya; On-site; MYR 54,000 - 86,000; Full time

Job summary

Joy Design Studio Sdn Bhd in Malaysia is seeking a responsible Purchasing & Inventory Executive to oversee purchasing operations, supplier coordination, inventory planning, online payment processing and daily operational support.

The ideal candidate is independent, well-organised and able to manage multiple tasks while ensuring accuracy, efficiency, and accountability in a fast-paced furniture retail and interior design business.

Qualifications

• Diploma or degree in business, supply chain, purchasing, or related field.
• 2–3 years in purchasing, inventory management, procurement, or operations.
• Experience in furniture retail or e-commerce is an advantage.
• Proficient in Excel and familiar with inventory systems or ERP.
• Strong communication, negotiation and supplier coordination skills.
• Analytical, detail-oriented and able to multitask independently.

Responsibilities

• Manage daily purchasing activities, including issuing Purchase Orders.
• Coordinate with suppliers on order confirmation, availability, lead times and delivery.
• Monitor supplier pricing, quotations and discrepancies.
• Identify opportunities for bulk purchasing discounts and cost savings.
• Maintain purchasing records and track outstanding orders.
• Plan stock replenishment based on sales demand and stock movement.
• Coordinate stock reconciliation between warehouse and showrooms.
• Coordinate online payment processing with Accounts.
• Provide cross-department updates on stock and delivery schedules.
• Prepare regular purchasing, inventory and supplier performance reports.

Skills

Communication skills

Negotiation

Analytical thinking

Detail-oriented

Education

Diploma or Degree in Business Administration, Supply Chain Management, Purchasing, Logistics

Tools

Microsoft Excel

ERP systems

Job description

JOY Design Studio is an established Malaysian furniture retail and interior design & build company with over 12 years of experience. We specialise in contemporary furniture and interior solutions, operating through physical showrooms and online sales platforms.

We are looking for a responsible, detail-oriented and proactive Purchasing & Inventory Executive to oversee purchasing operations, supplier coordination, inventory planning, online payment processing and daily operational support.

The ideal candidate should be independent, organised and capable of managing multiple responsibilities while ensuring accuracy, efficiency and accountability.

Key Responsibilities

Manage daily purchasing activities, including preparing and issuing Purchase Orders (POs).

Coordinate with suppliers on order confirmation, product availability, lead times and delivery schedules.

Monitor supplier pricing, quotations and discrepancies to ensure purchasing accuracy.

Identify opportunities for bulk purchasing discounts, better pricing and cost savings.

Monitor supplier performance in terms of pricing, product quality, delivery reliability and responsiveness.

Maintain accurate purchasing records and track outstanding orders until fulfilment.

2. Inventory Planning & Stock Control

Monitor stock levels, fast-moving and slow-moving products, inventory ageing and replenishment requirements.

Plan stock replenishment based on sales demand, stock movement and operational requirements.

Coordinate regular stock reconciliation between warehouse, showrooms and inventory systems.

Maintain an inventory variance register, investigate discrepancies and follow up on corrective actions.

Ensure accurate product quantities, item codes, purchasing costs and stock records in the inventory management system.

Recommend solutions for excess, ageing and non-moving inventory.

Manage supplier claims involving defective products, damaged goods, incorrect deliveries and product discrepancies.

Coordinate returns, product exchanges, replacements and supplier credit notes.

Maintain an updated supplier claims register and monitor all outstanding cases.

Follow through on supplier claims until full resolution and closure.

Escalate unresolved claims and recommend corrective actions to prevent recurring issues.

4. Online Payment Processing & Coordination

Prepare and process online payment transactions for approved supplier purchases and operational expenses.

Verify supplier invoices, payment amounts, bank account details and supporting documentation.

Coordinate with the Accounts Department to ensure accurate and timely payment processing.

Maintain proper payment records, transaction receipts and supporting documentation.

Monitor outstanding supplier payments to prevent purchasing or delivery delays.

Ensure all payments comply with company approval procedures, authorised access and financial controls.

5. Cross-Department Coordination

Work closely with Sales, Customer Service, Marketing, Warehouse and Accounts teams to support daily operations.

Provide timely updates on stock availability, pending orders, supplier lead times and delivery schedules.

Coordinate purchasing and stock requirements for showroom displays, e-commerce activities, promotional campaigns and clearance events.

Assist in resolving urgent purchasing, stock discrepancies, delivery delays and supplier-related matters.

Ensure smooth communication and coordination between departments.

6. Reporting, Analysis & Process Improvement

Prepare regular purchasing, inventory, supplier performance and outstanding claims reports.

Maintain centralised tracking for pending purchase orders, supplier commitments and expected stock arrival dates.

Analyse inventory ageing, stock movement, purchasing costs and supplier performance trends.

Identify stock shortages, excess inventory, purchasing discrepancies and operational risks.

Provide recommendations to improve cost efficiency, inventory planning and supplier management.

Support improvements to purchasing procedures, inventory accuracy and operational workflows.

Job Requirements

Diploma or Degree in Business Administration, Supply Chain Management, Purchasing, Logistics or a related field.

Minimum 2–3 years of experience in purchasing, inventory management, procurement or operations.

Experience in furniture retail, home furnishing, wholesale, distribution or e-commerce is an advantage.

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

Experience handling supplier invoices, online payment processing and purchasing documentation is preferred.

Good communication, negotiation and supplier coordination skills.

Strong analytical skills, attention to detail and problem-solving ability.

Able to multitask, prioritise responsibilities and work independently with minimal supervision.

Responsible, trustworthy, proactive and committed to completing assigned tasks.

Comfortable working in a fast-paced retail and operational environment.

What We Are Looking For

We are looking for someone who takes ownership and accountability, rather than simply completing administrative tasks.

The ideal candidate should be able to anticipate purchasing and inventory issues, follow up with suppliers without constant reminders, resolve outstanding matters and ensure accurate records across departments.

We value individuals who are reliable, organised, detail-oriented, resourceful and willing to improve existing processes.

What We Offer

Competitive salary based on experience and capability.

Opportunity to work with an established Malaysian furniture and interior design company.

Exposure to purchasing, inventory management, retail operations and e-commerce.

Collaborative working environment with opportunities for professional development.

Join JOY Design Studio and play a key role in strengthening our purchasing, inventory and operational efficiency.

Joy Design Studio Sdn. Bhd. is Malaysian-based furniture retailer and interior design & build company.

Dedicated to deliver you a good design with affordable price. Joy products consist of urbane furnitures and home furnishing products. Our concept is Scandinavian Mid Century and most of the products are house design.

For more information, kindly visit us at www.joyd.my.

Joy Design Studio Sdn. Bhd. is Malaysian-based furniture retailer and interior design & build company.

Dedicated to deliver you a good design with affordable price. Joy products consist of urbane furnitures and home furnishing products. Our concept is Scandinavian Mid Century and most of the products are house design.

For more information, kindly visit us at www.joyd.my.