Assistant Procurement Executive

Description

The Assistant Procurement Executive is responsible for supporting end-to-end procurement activities, including preparing and processing purchase orders, maintaining procurement records, and coordinating with suppliers to ensure timely delivery of goods and services. This role also involves assisting in vendor sourcing and evaluation, managing documentation for import/export, and supporting project costing and sales quotations. The incumbent will liaise closely with internal departments such as Accounts, Logistics, and QAQC to ensure smooth procurement operations and compliance with company procedures.

Key Responsibilities

· Coordinate delivery and collection schedules with relevant internal teams.

· File and maintain all procurement-related documents, including quotations, invoices, and supporting materials.

· Prepare and issue supplier purchase orders through the system or manually as required.

· Monitor and follow upon pending orders, providing regular status updates.

· Ensure the office environment is well-maintained and organized.

· Assist in preparing project costings.

· Arrange courier services and coordinate dispatch of documents or materials.

· Maintain and update supplier costings for project budgeting purposes.

· Update and manage sales order tracking records (Delivery Orders and Invoices).

· Support the sales team in preparing quotations for clients.

· Source and evaluate suppliers for components and materials, including obtaining and negotiating price quotes.

· Process purchase orders and track timely delivery of goods and services.

· Liaise with vendors to confirm delivery timelines and ensure submission of required supporting documents.

· Handle and coordinate all import and export documentation requirements.

· Maintain accurate and up-to-date procurement records, supplier data, and pricing in the system.

· Prepare monthly summaries of outstanding purchase orders.

· Serve as the point of contact between internal requesters and external suppliers.

· Maintain and update the list of approved vendors.

· Distribute vendor prequalification forms and onboard new suppliers.

· Procure components, accessories, and distribution board panels for ongoing and upcoming projects.

· Coordinate with the Accounts Department to verify invoices against supporting documents.

· Work closely with the Logistics and QA/QC teams to resolve issues related to goods received, including quality and quantity discrepancies.

· Perform any other procurement-related duties as assigned.

Daily Tasks

· Provide daily updates on project progress to the immediate superior.

· Submit weekly progress reports to the supervisor

· Maintain good daily attendance and punctuality.

· Notify team members at least two (2) working days in advance before taking leave to ensure continuity and minimize work flow disruption.

Requirements

· Preferably a high school diploma or equivalent is the minimum educational requirement.

· Preferably a person who has strong organizational skills is essential to manage tasks efficiently, track orders, and keep records up to date.

· Preferably candidates who have excellent verbal and written communication skills are crucial for liaising with various stakeholders.

· Proficiency in using Microsoft office such as word, excel and PowerPoint.

· Preferably understanding the oil and gas construction industry.

· Possesses a positive attitude, strong interpersonal skills, and effective problem-solving abilities supported by sound technical understanding.

· Capable of working efficiently in a dynamic, fast-paced environment.

· Able to carry out responsibilities independently with minimal supervision.