Procurement Admin Executive (FMCG/Food Services)

BWY Wilmar Pte Ltd; Singapore; On-site; SGD 40,000 - 67,000; Full time

Job summary

BWY Wilmar Pte Ltd in Singapore is seeking a Procurement Administrator to support end-to-end procurement, ensuring timely sourcing, purchasing, inventory replenishment, and delivery of products.

You will coordinate with internal teams, suppliers, and logistics partners to maintain product availability and accurate documentation, update costing and selling prices in the Alaya system, and prepare weekly AFP procurement reports.

Qualifications

• 2-4 years of experience in procurement, purchasing, or supply chain.
• Fluency in English (verbal and written).
• Experience with Microsoft Office (Word, Excel, Power Point) is required.
• Experience with SAP system is a plus.

Responsibilities

• Maintain and organize the product documentation repository.
• Process and manage replenishment orders based on inventory requirements.
• Update product costing and selling prices in the Alaya system.
• Prepare and consolidate procurement-related data for the AFP report.
• Coordinate inbound shipments with suppliers and freight forwarders.
• Generate reports on out-of-stock and discontinued items and communicate replenishment needs.
• Prepare and issue Purchase Orders after management approvals.
• Provide backup support for procurement operations during staff absence.
• Coordinate and verify incoming AFP deliveries and ensure accuracy of PO vs. delivery documents.
• Manage procurement of local inventory and source competitive quotations.
• Provide regular procurement updates to stakeholders and liaise with partners to ensure smooth operations.

Skills

Procurement

Purchasing

Supply chain

English

Microsoft Office

Tools

SAP

Microsoft Office

Job description

Procurement Administrator – Job Description

Position Summary

The Procurement Administrator is responsible for supporting the end-to-end procurement process to ensure the timely sourcing, purchasing, inventory replenishment, and delivery of products. The role coordinates with internal departments, suppliers, logistics partners, and stakeholders to maintain product availability, accurate documentation, and efficient procurement operations.

Key Responsibilities

1. Product Documentation Management

• Maintain and organize the product documentation repository, ensuring all records are accurate and up to date.

• Manage product specifications, certifications, pricing documents, and supplier information.

• Ensure proper version control and document accessibility for relevant stakeholders.

2. Wilmar Distribution Ordering

• Process and manage replenishment orders based on inventory requirements.

• Monitor order status and coordinate with Wilmar and warehouse teams to ensure timely fulfillment.

• Resolve ordering discrepancies and delivery issues.

3. Costing & Selling Price Updates

• Update product costing and selling prices in the Alaya system.

• Ensure pricing information is accurate and aligned with approved costing.

• Coordinate with external and internal stakeholders regarding pricing revisions and approvals.

4. AFP Weekly Report Support

• Prepare and consolidate procurement-related data for the weekly AFP report.

• Monitor procurement performance, stock availability, and purchasing activities.

• Ensure timely submission and report accuracy.

5. Shipment Coordination

• Coordinate inbound shipments with suppliers and freight forwarders.

• Monitor shipment schedules, customs clearance, and delivery timelines.

• Track shipment status and communicate updates to relevant departments.

6. Out-of-Stock (OOS) & Drop-Off Items Reporting

• Generate and maintain reports on out-of-stock and discontinued/drop-off products.

• Identify stock risks and communicate replenishment requirements.

• Work closely with planning and sales teams to minimize stock shortages.

7. Purchase Order (PO) Processing

• Prepare and issue Purchase Orders after obtaining the necessary management approvals.

• Ensure purchase orders comply with company procurement policies.

• Follow up with suppliers on order confirmations and delivery schedules.

8. Procurement Backup & Event Support

• Provide backup support for procurement operations during staff absence.

• Assist in sourcing, purchasing, and logistics activities for company events and special projects.

• Support cross-functional procurement requirements as needed.

9. AFP Receiving

• Coordinate and verify incoming AFP deliveries.

• Ensure goods received match purchase orders and delivery documents.

• Resolve receiving discrepancies with suppliers and warehouse personnel.

10. Local Purchasing

• Manage procurement of local inventory and non-inventory items.

• Source competitive quotations and negotiate with local suppliers when required.

• Ensure timely replenishment while maintaining cost efficiency.

11. Stakeholder Communication

• Provide regular procurement updates to internal and external stakeholders.

• Communicate shipment status, supplier updates, new SKU creation, ETA changes, and stock availability.

• Liaise with key partners (e.g., HAVI, SOH, suppliers, warehouse, finance, and sales teams) to ensure smooth procurement operations.

Requirements:

• Minimum 2-4 years of experience in procurement, purchasing, or supply chain.
• Fluency in English (verbal and written) is required.
• Experience with Microsoft Office (Word, Excel, Power Point) is required
• Experience with SAP system is a plus

Working Hours: Mon- Fri, 5-day work week, 9am to 6pm

Working Location: One North