Job Description

Job Summary

Responsible for managing the purchasing activities of the Company to ensure the timely and cost-effective procurement of raw materials, packaging materials, production supplies, spare parts, MRO items, and other goods and services required for manufacturing and daily operations.

The Purchaser will coordinate closely with Production, Warehouse, QC/Laboratory, Sales, Finance, and other departments to ensure materials are purchased according to the required specifications, quantities, quality standards, and delivery schedules.

Key Responsibilities

1. Purchasing & Procurement

• Prepare and process Purchase Orders (PO) based on approved purchase requisitions and material requirements. 
• Source and purchase raw materials, packaging materials, production consumables, spare parts, office supplies, and other required items. 
• Obtain quotations from suppliers and compare pricing, quality, lead time, payment terms, and other commercial conditions. 
• Negotiate with suppliers to obtain competitive prices and favourable purchasing terms. 
• Ensure purchases are made from approved suppliers in accordance with Company procedures. 
• Monitor stock levels and coordinate with relevant departments to avoid material shortages or overstocking. 

1. Supplier Management

• Identify and evaluate potential suppliers according to Company requirements. 
• Maintain good working relationships with existing suppliers. 
• Follow up with suppliers on quotations, order confirmations, delivery schedules, and outstanding issues. 
• Monitor supplier performance in terms of quality, delivery, pricing, responsiveness, and service. 
• Coordinate with QC and relevant departments regarding supplier quality issues and non-conforming materials. 
• Assist in supplier evaluation and periodic supplier performance reviews. 

1. Order & Delivery Management

• Monitor open Purchase Orders and ensure materials are delivered according to the required schedule. 
• Follow up closely with suppliers on delayed or urgent deliveries. 
• Coordinate with Warehouse and Production on incoming materials and delivery requirements. 
• Inform relevant departments of any potential delays, shortages, or supply issues. 
• Maintain accurate records of purchase orders, delivery status, quotations, and supplier correspondence. 

1. Cost & Purchasing Control

• Compare supplier quotations and identify opportunities for cost savings. 
• Monitor changes in supplier pricing and communicate significant price increases to Management. 
• Assist in negotiating annual or project-based pricing where applicable. 
• Ensure purchases are within approved budgets and Company purchasing procedures. 
• Support Management in sourcing alternative suppliers or materials where appropriate. 

1. Documentation & Administration

• Maintain proper purchasing records, including Purchase Orders, quotations, supplier information, delivery documents, and invoices. 
• Ensure purchasing documents are complete and properly approved. 
• Coordinate with Finance regarding supplier invoices, payment status, and discrepancies between PO, delivery documents, and invoices. 
• Maintain an updated supplier database and price list. 
• Prepare purchasing reports and provide purchasing data when required. 

1. Cross-Department Coordination

• Work closely with Production, Warehouse, QC/Laboratory, Finance, Sales, and Management to understand purchasing requirements. 
• Coordinate with QC/Laboratory to ensure raw materials and other technical items meet the required specifications. 
• Support Production and Warehouse in resolving material shortages, delivery issues, and supplier-related problems. 
• Communicate procurement updates and potential supply risks to relevant stakeholders. 

1. Compliance & Continuous Improvement

• Ensure purchasing activities comply with Company policies, procedures, and applicable regulatory requirements. 
• Support the Company's ISO 9001 quality management system and maintain relevant purchasing records. 
• Assist in improving purchasing processes, supplier management, inventory control, and cost efficiency. 
• Perform other purchasing and supply-chain related duties assigned by Management. 

Job Requirements

Job Requirements

• Diploma or Bachelor's Degree in Supply Chain Management, Procurement, Business Administration, Logistics, or a related field. 
• 2–4 years of experience in purchasing/procurement, preferably in a manufacturing environment. 
• Experience purchasing raw materials, chemicals, packaging materials, production consumables, MRO items, or engineering parts will be an advantage. 
• Good negotiation and supplier management skills. 
• Good communication and interpersonal skills. 
• Good organizational skills with the ability to manage multiple purchase orders and deadlines. 
• Proficient in Microsoft Office, particularly Excel. 
• Experience with ERP or purchasing systems is an advantage. 
• Able to work independently and coordinate effectively with different departments. 
• Good command of English and Bahasa Malaysia; Mandarin would be an advantage depending on supplier/customer requirements. 
• Detail-oriented and able to maintain accurate purchasing and supplier records. 

Key Competencies

• Procurement & sourcing 
• Supplier relationship management 
• Negotiation skills 
• Cost awareness 
• Inventory & material planning 
• Problem-solving 
• Communication 
• Attention to detail 
• Time management 
• Cross-functional coordination 
• ERP / purchasing system knowledge

Skills