Purchasing Executive

Job Responsibilities

1. Purchasing & Order Management

   • Handle day-to-day purchasing activities, including sourcing, quotation comparison, price negotiation, and issuance of purchase orders.

   • Follow up on purchase orders to ensure timely delivery, correct quantities, and required quality standards.

   • Manage order changes, delivery delays, shortages, and other purchasing-related issues.

2. Supplier Management

   • Source, evaluate, and maintain suitable suppliers based on price, quality, delivery performance, and service.

   • Build and maintain good working relationships with existing and potential suppliers.

   • Coordinate quotations, commercial terms, payment terms, and other supplier-related matters.

3. Cost & Price Management

   • Conduct price comparisons and purchasing cost analysis to identify cost-saving opportunities.

   • Negotiate with suppliers to achieve competitive pricing while maintaining required quality and delivery standards.

   • Maintain accurate purchasing price records and provide relevant information for budgeting and cost analysis.

4. Inventory & Demand Coordination

   • Coordinate with warehouse, operations, sales, and other departments on purchasing requirements and inventory levels.

   • Plan purchases according to stock levels, consumption, and operational requirements to minimize shortages and excess inventory.

   • Support urgent purchasing requirements to ensure smooth business operations.

5. Purchasing Documentation & System Maintenance

   • Prepare and maintain purchase orders, quotations, contracts, delivery documents, and other purchasing records.

   • Ensure supplier, pricing, order, and delivery information is accurately maintained in the company system.

   • Coordinate with Finance on purchase orders, goods receipts, invoices, and payment-related matters.

6. Cross-Department Coordination

   • Liaise with requesting departments to confirm specifications, quantities, budgets, and delivery requirements.

   • Coordinate with Finance, Warehouse, Operations, and other relevant departments throughout the purchasing process.

   • Provide timely updates on purchasing progress, delivery schedules, and potential supply risks.

7. Purchasing Compliance & Process Improvement

   • Ensure purchasing activities comply with company policies, approval procedures, and authorization limits.

   • Maintain proper documentation and transparency throughout the purchasing process.

   • Support improvements to purchasing procedures, efficiency, and internal controls.

8. Reporting & Analysis

   • Prepare and maintain purchasing data, including purchase value, cost trends, supplier performance, and delivery performance.

   • Assist in preparing purchasing reports, budget information, and management analysis.

   • Perform other purchasing and supply-chain-related duties assigned by management.