Purchasing Officer

Position Summary

The Purchasing Officer is responsible for sourcing, negotiating, purchasing, and monitoring the supply of Direct/Raw materials required for production operations. The role ensures timely procurement, cost effectiveness, quality compliance, and uninterrupted material availability to support production schedules and business objectives.

Key Job Roles & Responsibilities

1. Procurement & Purchasing Operations

• Process purchase requisitions (PR) and issue purchase orders (PO) in a timely manner.

• Source materials, products, and services from approved suppliers.

• Obtain and evaluate supplier quotations based on cost, quality, delivery, and service.

• Ensure purchase orders accurately reflect specifications, quantities, prices, and delivery requirements.

• Monitor purchase order status and ensure on-time deliveries.

• Follow up with suppliers regarding order confirmations and shipment schedules.

• Expedite urgent orders when required.

2. Supplier Management

• Develop and maintain productive relationships with suppliers.

• Evaluate supplier performance based on quality, delivery, responsiveness, and pricing.

• Conduct supplier comparisons and recommend preferred suppliers.

• Assist in identifying and qualifying new suppliers.

• Resolve supplier issues related to delays, quality concerns, or discrepancies.

• Maintain supplier databases and records.

3. Cost Control & Negotiation

• Negotiate pricing, payment terms, delivery schedules, and commercial agreements.

• Identify cost-saving opportunities without compromising quality and delivery requirements.

• Conduct periodic market price analysis and benchmarking.

• Support annual cost reduction initiatives.

• Monitor purchasing trends and recommend procurement improvements.

4. Material Availability & Production Support

• Coordinate closely with Planner to ensure material availability meets production requirements.

• Monitor inventory levels and Min & Max stock and reorder requirements.

• Prevent material shortages that could impact production schedules.

• Support fast-track and urgent projects by prioritizing critical purchases.

• Communicate potential supply risks and recommend mitigation plans.

5. Vendor Documentation & Compliance

• Ensure all procurement activities comply with company policies and procedures.

• Verify supplier documentation, certifications, and contractual requirements.

• Maintain accurate procurement records and purchasing files.

• Ensure purchasing transactions are properly documented and auditable.

• Monitor supplier compliance with agreed specifications and standards.

6. Logistics & Delivery Coordination

• Coordinate with suppliers, warehouse, and logistics providers to ensure timely deliveries.

• Track shipment schedules and delivery status.

• Resolve delivery discrepancies and transportation issues.

• Monitor lead times and update internal stakeholders accordingly.

• Assist with import/export purchasing documentation when required.

7. Quality Coordination

• Coordinate with Quality and Warehouse/Storage teams regarding incoming material issues.

• Manage supplier corrective actions for non-conforming materials.

• Follow up on replacement, credit, or return processes.

• Support supplier quality improvement activities.

8. Reporting & Data Management

• Maintain accurate purchasing records.

• Prepare regular purchasing reports and procurement analysis.

• Monitor procurement KPIs and supplier performance metrics.

• Generate reports on cost savings, supplier performance, and purchase spend.

• Ensure accurate master data for suppliers and purchased materials.

Key Performance Indicators (KPIs)

• On-Time Purchase Order Placement

• Supplier On-Time Delivery Performance

• Material Availability Rate

• Purchase Order Lead Time

• Cost Savings Achievement

• Supplier Performance Rating

• Purchase Price Variance (PPV)

• Procurement Cycle Time

• Inventory Support Effectiveness

• Supplier Non-Conformance Rate

Authority

• Request quotations from suppliers.

• Negotiate within approved purchasing guidelines.

• Recommend supplier selection and sourcing strategies.

• Escalate supply risks and delivery issues affecting operations.

• Recommend corrective actions for supplier performance issues.

Qualifications

Education

• Diploma or Bachelor's Degree in Management, Business Administration, Industrial Engineering, or related field.

Experience

• Minimum 1–3 years of experience in Purchasing, Procurement, Supply Chain, or Material Planning.

• Experience in a manufacturing environment is preferred.

• Experience with ERP/MRP systems is an advantage.

Required Skills & Competencies

Technical Skills

• Purchasing & Procurement Processes

• Supplier Management

• Negotiation Techniques

• Cost Analysis

• Inventory Awareness

• ERP/MRP Systems

• Microsoft Excel

• Report Preparation

• Data Analysis

Soft Skills

• Strong communication and coordination skills.

• Excellent negotiation abilities.

• Problem-solving and analytical thinking.

• Attention to detail and accuracy.

• Ability to prioritize tasks and manage deadlines.

• Strong organizational skills.

• Ability to work under pressure in a fast-paced environment.

• Ability to maintain company confidentiality.

Preferred Experience for GRC/Furniture Manufacturing Industry

• Experience purchasing timber, Metal frame, and other finishing materials.

• Familiarity with project-based and make-to-order manufacturing environments.

• Understanding of BOM (Bill of Materials) structures.

• Experience coordinating material requirements with PPIC and Production teams.

• Knowledge of local and overseas suppliers for furniture manufacturing materials.

Daily Activities

• Review purchase requisitions from PPIC – Planner.

• Request and compare supplier quotations.

• Create and release purchase orders.

• Follow up outstanding deliveries.

• Update purchasing status reports.

• Coordinate material arrivals with Warehouse/Storage and Production.

• Resolve supply and delivery issues.

• Conduct supplier communications and negotiations.

• Update ERP purchasing records and documentation.