Role Purpose
The Admin & Purchasing Executive supports the Product, Technology & Data (PTD) division by managing procurement requests, purchase orders, and related administrative workflows. The role ensures operational efficiency and compliance in the end-to-end procurement process, from PR initiation through PO issuance, goods receipt, and vendor coordination.
Approximately 80% of the role focuses on procurement administration within PTD, while the remaining 20% supports day-to-day Technical Support operations and ad-hoc BAU tasks. The role also provides the opportunity to shadow the ERP Support Specialist to gain familiarity with the company’s ERP system and contribute to basic ERP BAU tasks.
Key Responsibilities
1. Procurement Administration (Primary Focus – ~80%)
● Coordinate the full PR/PO process for Product, Technology & Data teams. Ensure all procurement requests comply with internal policies, budget codes, and approval matrices.
● Prepare and process Purchase Requisitions (PRs) and Purchase Orders (POs) in a timely and accurate manner.
● Track delivery timelines, goods receipts, and vendor acknowledgements.
● Maintain updated records of vendor quotations, contracts, and purchase documentation.
● Liaise with Finance and Group Procurement teams to ensure alignment on invoicing, GRN, and payment cycles.
● Support internal stakeholders in resolving PO or delivery discrepancies.
2. Administrative & Support Tasks (Secondary Focus – ~20%)
● Support Technical Support (TS) team with operational or administrative tasks, such as updating ticket logs, follow-ups, or documentation.
● Assist with routine BAU coordination activities within the IT Service Operations team.
● Participate in ad-hoc initiatives or audit preparations as assigned.
● Shadow the ERP Support Specialist for exposure to system workflows, user access controls, and data entry tasks within the ERP environment.
3. Governance & Compliance
● Ensure all procurement and administrative activities comply with company policies and audit requirements.
● Maintain accurate and up-to-date documentation for all purchases, vendors, and approvals.
● Uphold confidentiality and data integrity standards when handling vendor and financial information.
4. Stakeholder Collaboration
● Work closely with Product, Technology, Data, and Technical Support teams to understand procurement needs and priorities.
● Collaborate with Finance, Group Procurement, and Vendor Management teams to ensure process alignment and timely execution.
● Serve as a coordination point for internal users and external vendors for administrative clarifications.
Education & Experience
● Diploma or Degree in Business Administration, Procurement, Supply Chain, IT, or related field.
● Minimum 1–2 years’ experience in administrative or purchasing roles, ideally within a technology-driven or corporate environment.
Skills & Competencies
● Strong organisational and documentation skills with attention to detail.
● Familiarity with procurement systems, PR/PO workflows, and ERP environments (e.g. NetSuite, SAP) is preferred but not essential.
● Good communication skills in English and Malay; able to coordinate across departments and vendors. Proficiency in Microsoft Office or Google Workspace.
● High integrity, reliability, and ability to meet deadlines under minimal supervision.