Senior Purchasing Executive

ECOWARE INTERNATIONAL (M) SDN. BHD; Johor Bahru; On-site; MYR 60,000 - 100,000; Full time

Job summary

ECOWARE INTERNATIONAL (M) SDN. BHD is seeking a detail-oriented Purchasing professional to manage end-to-end buying activities from requisitions to delivery follow-up.

The role requires strong negotiation, Excel proficiency, and the ability to work with Mandarin, English, and Malay for supplier coordination. You will collaborate with Product Development, Sales, Warehouse, and Logistics to ensure timely and cost-efficient procurement.

Qualifications

• Diploma or Bachelor’s degree in Business Administration, Purchasing, or Supply Chain Management or related field.
• 2+ years purchasing experience in trading, or 3+ years in other industries.
• Independently handle basic and routine purchasing activities.
• Experience in supplier management, cost management, sourcing, quotation comparison, and price negotiation.
• Strong negotiation, communication, analytical and problem-solving skills.
• Proficient in Microsoft Excel; ERP/purchasing systems are an advantage.
• Fluent in Mandarin, English, and Malay for coordination with suppliers and internal teams.

Responsibilities

• Manage daily purchasing activities from requisition review to delivery follow-up.
• Prepare and issue purchase orders based on approved requirements.
• Negotiate pricing, payment terms, MOQ, lead times with suppliers.
• Monitor supplier performance and identify issues for corrective actions.
• Maintain accurate documents and data in the company system.
• Coordinate with internal teams (Product Development, Sales, Warehouse, Logistics, Accounts, Customer Service).
• Prepare purchasing-related reports and analyze spending trends.

Skills

Negotiation

Communication

Analytical

Problem solving

Education

Degree in Business Admin / Purchasing / Supply Chain

Tools

Microsoft Excel

ERP systems

Job description

1. Purchase Order Processing & Purchasing Management

Independently manage daily purchasing activities from purchase requisition review, quotation comparison, purchase order issuance, order confirmation, and delivery follow-up.

Prepare and issue purchase orders accurately based on approved requirements.

Ensure all purchasing details, including product specifications, quantities, pricing, payment terms, MOQ, and delivery dates, are accurate before order confirmation.

Monitor purchasing requirements and ensure sufficient supply while minimizing unnecessary stockholding.

Manage and maintain good working relationships with existing suppliers.

Liaise and negotiate with suppliers on pricing, payment terms, MOQ, lead time, delivery schedules, and other commercial terms.

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

Identify supplier performance issues and work with suppliers on corrective actions and improvement plans.

Support supplier evaluation and development to maintain a reliable supplier base.

3. Sourcing & Cost Management

Source and evaluate new suppliers, products, and alternative supply sources according to business requirements.

Obtain and compare quotations to ensure competitive pricing and suitable commercial terms.

Conduct cost comparison and basic cost analysis to identify cost-saving opportunities.

Monitor supplier price changes and negotiate where necessary to maintain competitive purchasing costs.

4. Order and Delivery Follow-Up

Track and monitor outstanding purchase orders to ensure suppliers meet the agreed delivery schedule.

Proactively follow up with suppliers on production and delivery progress to minimize delays and stock shortages.

Coordinate with the warehouse, logistics team, and relevant departments on incoming goods and delivery planning.

5. Customer Return & Quality Issue Handling

Coordinate with suppliers to resolve customer returns, defective products, shortages, incorrect goods, or other product-related issues.

Negotiate with suppliers on replacement, return, compensation, or credit note arrangements.

Follow up on replacement goods or corrective actions until the issue is fully resolved.

6. Documentation & System Management

Maintain accurate records of purchase orders, supplier quotations, delivery documents, invoices, credit notes, and other purchasing-related documents.

Ensure supplier information, pricing, delivery dates, and relevant purchasing information are updated accurately in the company system.

7. Internal Coordination

Work closely with internal departments such as Product Development, Sales, Warehouse, Logistics, Accounts, and Customer Service to support purchasing and supply requirements.

8. Reporting & Analysis

Prepare purchasing-related reports as required by management.

Monitor outstanding purchase orders, supplier performance, purchasing costs, and delivery performance.

Assist management in reviewing purchasing trends, cost-saving opportunities, supplier performance, and sourcing activities.

Requirement:

Diploma or Bachelor's Degree in Business Administration, Purchasing, Supply Chain Management, or a related field

Minimum 2 years of relevant purchasing experience in the trading industry, or 3 years of relevant purchasing experience in other industries

Able to independently handle basic and routine purchasing activities with minimal supervision

Experience in supplier management, cost management, sourcing, quotation comparison, and price negotiation is required

Good negotiation, communication, analytical, and problem-solving skills

Proficient in Microsoft Excel and data entry; experience with ERP or purchasing systems is an advantage

Able to communicate effectively in Mandarin, English, and Malay for coordination with suppliers and internal teams

Able to work independently as well as collaboratively with different departments

Willing to travel outstation and overseas occasionally when required

Working Day: Mon - Fri, 8:30AM - 6:00PM