Procurement Executive

Role Purpose

The Procurement Executive is responsible for supporting the procurement of direct and indirect materials and services to ensure uninterrupted business operations. The role focuses on supplier sourcing, quotation analysis, cost negotiation, purchase order management, vendor performance monitoring, and inventory coordination.

The incumbent will work closely with Production, Production Control, Warehouse, Engineering, Quality, and Finance teams to ensure timely supply, cost competitiveness, quality compliance, and effective supplier management. The role also supports continuous cost reduction initiatives and procurement process improvements through the effective use of ERP and warehouse management systems.

Key Responsibilities

1. Procurement Operations

• Execute procurement activities for direct and indirect materials, consumables, services, tools, and operational requirements.
• Process Purchase Requisitions (PRs) and Purchase Orders (POs) accurately and promptly through ERP systems.
• Monitor purchase order status and follow up with suppliers to ensure on-time delivery.
• Maintain procurement records, supplier documentation, and purchasing databases.
• Support daily shortage monitoring and coordinate with stakeholders to avoid production disruptions.

2. Supplier Sourcing & Vendor Management

• Source and evaluate new suppliers to support business requirements, cost reduction initiatives, and supply chain resilience.
• Obtain and compare quotations based on cost, quality, delivery lead time, and service capabilities.
• Build and maintain relationships with suppliers to ensure reliable supply and responsive support.
• Conduct preliminary supplier assessments and participate in supplier audits when required.
• Monitor supplier performance and support corrective actions for delivery, quality, or service issues.

3. Cost Negotiation & Cost Reduction

• Negotiate pricing, lead times, payment terms, and commercial conditions with suppliers.
• Support departmental cost-down initiatives through alternative sourcing, benchmarking, and supplier negotiations.
• Conduct market price comparisons and spend analysis to identify procurement savings opportunities.
• Assist in tracking and reporting procurement savings achieved.

4. Quality & Issue Resolution

• Coordinate with Quality, Engineering, Warehouse, and Production teams on supplier quality issues.
• Investigate supplier-related discrepancies, non-conformances, and delivery issues.
• Follow up on corrective and preventive actions with suppliers.
• Support continuous improvement initiatives to enhance supplier quality and delivery performance.

5. Inventory & Warehouse Coordination

• Collaborate with Warehouse and Production Control teams to ensure optimal inventory levels.
• Monitor stock availability and communicate potential supply risks.
• Support inventory planning activities to minimize shortages and excess inventory.
• Work closely with Warehouse teams on receiving discrepancies and inventory accuracy matters.

6. ERP & Procurement Systems

• Maintain accurate purchasing and supplier data within Microsoft Dynamics 365 (D365).
• Support procurement transactions and reporting through ERP and Warehouse Management Systems (WMS).
• Ensure all purchasing activities comply with company policies, approval authorities, and documentation requirements.
• Participate in procurement process improvements and system enhancement initiatives.

7. Reporting & Administration

• Prepare procurement reports covering supplier performance, delivery status, and cost-saving initiatives.
• Maintain proper records of contracts, quotations, approvals, and supplier documentation.
• Support audit requests and procurement compliance reviews.
• Assist in monthly procurement KPI reporting.

Requirements & Qualifications

Education

• Minimum Diploma in Supply Chain Management, Procurement, Business Administration, Engineering, Logistics, or related discipline.

Experience

• 1 to 3 years of experience in Procurement, Purchasing, Supply Chain, Sourcing, or Materials Management.
• Experience in a manufacturing, engineering, industrial, or machine tools environment will be advantageous.
• Exposure to both direct and indirect procurement activities is preferred.

Technical Knowledge

• Understanding of procurement and purchasing processes.
• Familiarity with supplier sourcing and vendor management.
• Knowledge of cost negotiation and procurement cost-down initiatives.
• Experience using ERP systems, preferably Microsoft Dynamics 365 (D365).
• Familiarity with Warehouse Management Systems (WMS) is advantageous.
• Understanding of inventory control and supply chain operations.

Skills & Competencies

• Strong negotiation and communication skills.
• Good analytical and problem-solving abilities.
• Ability to manage multiple priorities and stakeholders.
• Detail-oriented with strong documentation skills.
• Proficient in Microsoft Excel and Microsoft Office applications.
• Team player with a proactive and customer-focused mindset.