Procurement Admin Executive

We are seeking a highly organised and detail-oriented individual to join our team as a Procurement Admin Executive. In this role, you will be responsible for coordinating and executing procurement activities, managing inventory control, and providing administrative support to ensure smooth operations within the organisation.

Responsibilities:

• Conduct market research to identify potential vendors and suppliers.
• Evaluate and compare supplier proposals, negotiate contracts and pricing.
• Prepare purchase orders and ensure timely delivery of goods and services.
• Maintain accurate records of procurement transactions, including purchase orders, contracts, and invoices.
• Collaborate with internal stakeholders to determine procurement needs and specifications.
• Monitor and track inventory levels to ensure optimal stock levels are maintained.
• Perform price comparisons between suppliers by requesting and saving quotations and catalogues to the company’s database.
• Ensure that stock arrivals match purchase orders and update the system accordingly.
• Work closely with the operations team to ensure delivery orders and invoices are passed to the finance team for payment.
• Resolve any issues or disputes with vendors related to procurement.
• Liaise with various internal departments to gather procurement requirements and ensure timely delivery of goods and services.
• Collaborate with the finance department to ensure accurate and timely processing of invoices and payments.
• Participate in events or exhibitions related to suppliers or the hospitality industry.

2. Inventory Control:

• Monitor and record inventory for HQ, ensuring system accuracy and timely updates.
• Check and maintain monthly stock report to generate a master stock report.
• Monitor and maintain the quality of inventory storage areas, including arranging and recording stock transfers between sites (including transport arrangements).
• Conduct audit checks for every site’s stock.
• Arrange and document stock transfers between sites, ensuring accurate records and transport arrangements.
• Assist to move and organise stocks, items and goods as needed.

3. Administrative:

• Assist with general administrative tasks, including managing correspondence, filing documents, and organising meetings/events.
• Manage office supplies and equipment, ensuring adequate stock is maintained.
• Purchase items from physical stores for urgent requests.

Requirements:

• Minimum 1 year of related experience in purchasing and procurement is highly preferable.
• A graduate in Supply Chain Management, Business Administration, Finance or related courses
• Applicants with procurement experience in the hotel and interior design industries will be prioritised for interviews.
• Proficient in procurement, negotiation, and bargaining skills.
• Strong sense of responsibility, and team spirit.
• Maintain a flexible and positive work attitude.
• High ability to coordinate and work independently.
• Experience in inventory management and control is essential.
• Proficiency in Microsoft Office (Excel and Word)
• Highly motivated, positive and pro-active mind set and a team player
• Excellent verbal, written, and interpersonal communication skills
• Able to speak fluent Mandarin, English and Malay languages
• Immediate starter or short notice period candidate is a plus
• As this role requires occasional travel to multiple sites and properties, rather than, candidates with a valid driver’s license and own transportation will be prioritised for interviews.