Admin Purchasing Executive
Job Summary
The Admin & Purchasing Executive will oversee daily operational tasks, including production support, logistics coordination, and procurement activities. You will manage supplier relationships, negotiate terms, and ensure timely delivery of raw materials. Additionally, the role involves administrative support, customer correspondence, and maintenance of e-commerce channels.
Responsibilities
- Manage daily production support and logistics
- Handle procurement, supplier negotiations, and auditing
- Process sales documentation and data entry
- Maintain e-commerce channels and office operations
- Resolve customer enquiries and complaints
Required Skills
- MS Office proficiency (Word, Excel)
- Knowledge of accounting principles
- Fluent in English and Bahasa Malaysia
- Strong organizational and communication skills
- Attention to detail and accuracy
Job Details
Daily Operations:
- Prepare task lists and order sheets for the production team.
- Manage logistics and driver routes for daily product delivery.
- Update production calendars and daily production reports.
- Perform data entry and issue sales documents (QT, PR, PO, SO, DO, IV).
Correspondence:
- Contact customers to relay information, handle enquiries, and resolve complaints.
- Maintain client relationships through support, guidance, and feedback collection.
- Regularly update servicing routes and manage online webstore and e-commerce channels.
Procurement:
- Source and vet new suppliers for raw materials and services.
- Negotiate prices, payment terms, and delivery schedules.
- Create, issue, and track PR/PO based on production needs.
- Coordinate with Finance to resolve invoice discrepancies and ensure timely payments.
- Audit suppliers based on delivery speed, product quality, and price consistency.
- Ensure all materials have necessary certifications (Halal, GMP, HACCP).
- Manage returns for damaged or non-compliant shipments.
Office Management:
- Maintain and organize files, documents, and databases.
- Manage office supplies and workers' welfare.
- Oversee daily operations to ensure a functional workplace.
- Provide administrative support to management and perform ad-hoc tasks.
Requirements:
- Proficiency in MS Office (Word, Excel) and accounting software (SQL is a bonus).
- Strong verbal and written communication skills in English and Bahasa Malaysia.
- Solid mathematical skills and knowledge of basic accounting principles.
- Strong organizational, time management, and data entry accuracy.
- Ability to work under pressure, learn fast, and work well within a team.