Senior Purchasing Executive & Administrator

Top Trading And Supply Sdn Bhd; West Coast Division; On-site; MYR 67,000 - 100,000; Full time

Job summary

Top Trading And Supply Sdn Bhd in Malaysia is seeking a Senior Purchasing Executive & Administrator to oversee the end-to-end purchasing process, from requests and quotations to PO issuance and delivery follow-ups.

You will source and evaluate suppliers, negotiate pricing and terms, coordinate with warehouse and finance for invoicing and GR/DO matching, and maintain accurate purchasing records.

Qualifications

• Experience managing purchasing processes from requests to delivery follow-ups.
• Ability to source and evaluate suppliers based on price, quality, availability, lead time, terms.

Responsibilities

• Manage purchasing process from requests to delivery follow-ups.
• Source and evaluate suppliers based on price, quality, lead time, terms, and reliability.
• Negotiate pricing, discounts, rebates, credit terms, and other commercial benefits.
• Prepare and issue POs and ensure proper approvals.
• Coordinate with warehouse/inventory on stock levels and replenishment.
• Coordinate with Finance to match invoices, DO, and GR.
• Maintain accurate purchasing records and documentation.

Skills

Supplier evaluation

Negotiation

Purchase orders

Cost analysis

Inventory coordination

Record keeping

Job description

Senior Purchasing Executive & Administrator

Senior Purchasing Executive & Administrator responsible for managing the overall purchasing process, including purchase requests, quotations, purchase orders (PO), order confirmations, and delivery follow-ups.

Key responsibilities

• Manage the overall purchasing process, including purchase requests, quotations, purchase orders (PO), order confirmations, and delivery follow-ups
• Source and evaluate suppliers based on price, product quality, availability, lead time, payment terms, and reliability
• Negotiate with suppliers for the best pricing, discounts, rebates, credit terms, and other commercial benefits
• Prepare and issue Purchase Orders (PO) accurately and ensure all purchases are properly approved according to company procedures
• Follow up with suppliers on orders and deliveries to ensure goods arrive according to the required quantity, specification, and agreed delivery schedule
• Monitor product costs and purchasing prices and update the purchasing/costing records whenever there are changes
• Compare supplier quotations and conduct price analysis to identify cost-saving opportunities and ensure competitive purchasing
• Coordinate with the warehouse and inventory team regarding stock levels, replenishment requirements, incoming goods, and urgent stock shortages
• Coordinate with the Finance/Accounts Department to ensure supplier invoices, PO, Delivery Orders (DO), and Goods Received (GR) are properly matched and processed
• Maintain accurate purchasing records and documentation, including supplier quotations, PO, invoices, DO, payment terms, and supplier agreements

About you

• Monitor supplier performance and report issues such as late deliveries, incorrect quantities, damaged goods, quality problems, or repeated discrepancies
• Assist in new product sourcing and supplier development, including researching new products, brands, suppliers, and alternative sources
• Maintain and update the supplier database, including supplier contacts, pricing, payment terms, product information, and purchasing history
• Prepare purchasing reports and analysis such as monthly purchases, supplier spending, price changes, outstanding orders, cost savings, and purchasing performance