We are looking for a Purchasing Executive to join our Purchasing Team and manage the day-to-day purchasing operations across the Club.
This role involves the full purchasing cycle, from sourcing and quotation comparison to PR/PO processing, vendor coordination, delivery and invoice matching, documentation, and month-end follow-up.
The successful candidate should be organised, meticulous and detail-oriented, with the ability to coordinate effectively with multiple departments and suppliers while ensuring compliance with the Club's purchasing policies, procedures and approval requirements.
Key Responsibilities:
Sourcing & Procurement
- Manage day-to-day purchasing activities, including sourcing, quotation requests, quotation comparison and price evaluation.
- Obtain and evaluate quotations to ensure competitive pricing, suitable quality and compliance with specifications.
- Work closely with internal requestors to understand and clarify requirements, specifications, delivery schedules and pricing.
- Source alternative suppliers where required and identify opportunities for cost savings.
- Assist in coordinating and administering ITQs, tenders and other procurement exercises.
Purchasing Operations & Execution
- Review and process Purchase Requisitions (PRs) and Purchase Orders (POs), ensuring accuracy, completeness and proper approvals.
- Monitor outstanding orders and follow up with requestors and suppliers to ensure timely completion.
- Review invoices and supporting documents against PRs, POs, quotations and delivery/receiving records.
- Maintain accurate purchasing records, including quotations, POs, contracts and supporting documents for audit and reference.
- Maintain and update supplier information, pricing records and supplier performance.
- Handle month-end purchasing activities, including monitoring outstanding orders and providing information required for accruals.
- Identify opportunities to improve purchasing processes, efficiency and cost effectiveness.
Governance & Compliance
- Ensure all procurement activities comply with the Purchasing SOP, approval requirements and internal controls.
- Ensure appropriate supporting documentation is maintained for all purchasing transactions.
- Contract tracking to ensure timely follow-up before expiry.
- Escalate purchasing issues, exceptions or non-compliance matters to the appropriate parties.
Job Requirements:
- Diploma or Degree in Purchasing / Procurement / Supply Chain Management / Business Administration / Finance or a related discipline.
- Minimum 2 years of relevant experience.
- Good working knowledge of Microsoft Office, particularly Excel.
- Experience with accounting, purchasing or ERP systems will be an advantage.
- Good numerical and analytical skills with strong attention to detail.
- Good communication and interpersonal skills, with the ability to work effectively with different departments and suppliers.
- Strong organisational and follow-up skills, with the ability to manage multiple tasks and meet deadlines.
- Able to work independently and take ownership of assigned responsibilities.
