Job Description

Administrative & Documentation Support

• Prepare, organize, and maintain procurement documents such as Purchase Orders (PO) to local suppliers, delivery order and supplier invoices.
• Update and manage local supplier database, ensuring proper filing especially for delivery order and invoices (local & overseas) in both receiving hard copy and digital formats.
• Verify documents to ensure all the Purchase Order (PO), delivery order in packing list and invoice details are consistent before passing to finance.

Order Follow Up & Supplier Coordination

• Refer the accessories order based on minimum stock level to make the actual order after reviewing and approval.
• Follow up with local supplier on order confirmation, product availability, and expected delivery dates.
• Ensure suppliers meet the agreed lead time if partial delivery and make sure the quantity received is accurate.
• Coordinate with local suppliers to replace or correct any goods received if incorrect or defective.

Delivery & Internal Dept Coordination

• Work with warehouse team to track incoming deliveries from local suppliers.
• Ensure the delivery orders are properly collected from warehouse, filed, signed and recorded.
• Assist to proceed order with purchase request especially for the fibre order from production group.
• Request the new item code and description if new products are required to make the purchase order and recorded.

Data Management and Reporting

• Issue and transfer the PO to Goods Received Note (GRN) local & overseas goods received in AutoCount system once receiving.
• Update the procurement tracking sheets for order information details (Local Supplier Order Details List).

General Administrative Support

• Assist in courier arrangement for samples/documents (if needed).
• Provide overall administrative support and perform other assigned duties as needed

Job Requirements

• SPM or Diploma in Business Administration, Supply Chain Management, Procurement, or related field
• Fresh graduates are welcome; 1–2 years of relevant experience is an advantage
• Proficient in Microsoft Office (Excel, Word, Outlook) and basic data entry)
• Good communication skills (verbal & written) in English and Bahasa Malaysia.
• Strong attention to detail and accuracy in handling documents and records.
• Ability to multitask, organize, and prioritize tasks in a fast-paced environment.
• Able to work independently with minimal supervision.

Skills