Procurement Operations Executive

Key Responsibilities Internal Procurement - Execute sourcing and purchasing of internal items including hardware, software, uniforms, stationery, and office equipment. - Identify and evaluate both local and overseas vendors, with strong capability to source from China (direct manufacturers, trade shows). - Obtain competitive quotations, negotiate pricing, and manage vendor selection and onboarding. - Coordinate with internal teams to understand requirements and delivery timelines. - Maintain and update vendor records and basic performance tracking. External / Commercial Procurement - Process purchases from existing vendors in line with sales orders and business demand. - Proactively source and onboard new vendors; coordinate product samples for evaluation. - Assist in price negotiations and ensure cost-effective purchasing. - Issue Purchase Orders (POs) and Delivery Orders (DOs) accurately and promptly. - Chase and track shipments to ensure on-time delivery, especially under short-notice situations. - Coordinate stock receiving and handover to the relevant team or warehouse. Cross-Border Customs & Compliance - Research and advise on customs regulations, import/export duties, and documentation requirements for shipping hardware to different countries. - Liaise with freight forwarders, customs brokers, and regulatory agencies across different entities. - Ensure compliance with destination-country rules — HS codes, permits, certifications, tariff classifications. - Prepare or verify shipping documentation including commercial invoices, packing lists, and certificates of origin. - Stay updated on changes in trade regulations affecting cross-border hardware shipments. Office & Facilities Management - Oversee and support daily office operations including supplies, pantry, and facility maintenance coordination. - Liaise with building management, office janitors, IT vendors, and other service providers. - Monitor inventory of office consumables and arrange timely replenishment. - Assist in workstation setups, office moves, or renovation tasks as needed. - Manage and coordinate daily letterbox and office parcel collections. - Assist visitors with form completion and ensure all administrative processes comply with ISO 27001 standards and internal policies. Travel & Expense Management - Arrange travel bookings (flights, hotels, ground transport) for staff and management. - Prepare detailed travel itineraries and confirm all logistics in advance. - Support expense claim processing and documentation checks in coordination with Finance. - Maintain petty cash records with proper tracking. HR Administration Support - Assist in onboarding and offboarding processes, including workspace setup and asset coordination. - Maintain employee records including leave trackers, attendance logs, and contact directories. - Support internal activities, events, and communications. Meeting Coordination & Scheduling - Arrange meetings, manage calendars, and handle room bookings. - Prepare meeting agendas, take meeting notes, and follow up on action items. - Support management with diary management, follow-ups, and business correspondence. Document & Cross-Functional Support - Maintain organised filing systems (physical and digital) for procurement records, contracts, licences, and company documents. - Coordinate with Finance for invoice processing, payment scheduling, and reconciliation support. - Handle incoming and outgoing mail, couriers, and dispatch. - Ensure proper documentation handling and adherence to information security and data protection standards (e.g., ISO 27001). - Support ad-hoc tasks and special projects as assigned by management. Requirements - Diploma or Degree in Business Administration, Operations, or a related field. - 1–2 years of relevant experience in procurement, administration, or operations support (fresh graduates with relevant internship experience may be considered). - Strong negotiation and vendor management skills with a track record of cost savings. - Exposure to import/export or logistics processes (especially across Southeast Asia) is an added advantage. - Highly organised, able to multitask and handle urgent procurement needs under short notice. - Proficient in MS Office and Google Workspace; familiarity with ERP or procurement systems is a plus. - Mandarin Chinese proficiency is a strong advantage for supplier communication.