Purchasing Executive / Assistant Manager (Mandarin Speaker)

Job Summary

The Purchasing Executive / Assistant Manager is responsible for planning, sourcing, negotiating, purchasing, and managing materials, components, equipment, and services required to support the Company's manufacturing operations. The role ensures uninterrupted material supply while achieving the best value in terms of quality, cost, delivery, and service.

The incumbent will work closely with suppliers in Malaysia, China, Taiwan, Japan, and other overseas markets. Mandarin proficiency is essential to communicate effectively with Mandarin-speaking suppliers and business partners.

At the Assistant Manager level, the position also oversees purchasing strategies, supplier development, procurement governance, cost reduction initiatives, and team leadership.

Key Responsibilities

1. Procurement & Purchasing Operations

Execute end-to-end procurement activities from Purchase Requisition (PR) to Purchase Order (PO).

Source local and overseas suppliers for raw materials, production parts, machinery, tools, consumables, and indirect purchases.

Obtain quotations, evaluate supplier proposals, and recommend the most competitive options.

Ensure timely issuance of Purchase Orders and monitor delivery schedules.

Follow up with suppliers to ensure on-time delivery.

Coordinate urgent purchases to avoid production interruptions.

Maintain accurate purchasing records and documentation.

2. Supplier Sourcing & Development

Identify and develop qualified suppliers.

Evaluate suppliers based on:

Quality

Delivery performance

Cost competitiveness

Technical capability

Service responsiveness

Conduct supplier performance evaluations periodically.

Maintain an Approved Vendor List (AVL).

Develop alternative suppliers to reduce procurement risks.

Build long-term strategic partnerships with suppliers.

3. Cost Control & Negotiation

Negotiate pricing, payment terms, delivery schedules, rebates, contracts, and commercial agreements.

Identify cost-saving opportunities through:

Alternative sourcing

Value engineering

Supplier consolidation

Annual price negotiations

Monitor market price fluctuations and material trends.

Prepare cost comparison and price analysis reports.

Support annual budgeting and procurement cost planning.

4. Inventory & Material Planning

Work closely with Production Planning, Warehouse, and Production Departments to ensure sufficient inventory.

Monitor stock levels to prevent shortages and overstock.

Review slow-moving and obsolete inventory.

Recommend purchasing quantities based on forecast and demand.

Ensure continuous supply of production materials.

5. Import & Export Coordination

Coordinate overseas purchases with suppliers and freight forwarders.

Prepare and verify shipping documentation.

Liaise with customs agents regarding import requirements.

Monitor shipment status until materials arrive safely.

Resolve shipment delays and logistics issues.

6. Supplier Relationship Management

Maintain excellent relationships with existing suppliers.

Resolve supplier quality, delivery, pricing, and service issues.

Conduct supplier meetings when required.

Support supplier audits and performance improvement activities.

Handle supplier complaints professionally.

7. Cross Functional Collaboration

Work closely with:

Production

Planning

Warehouse

QA/QC

Engineering

Finance

Sales

Administration

to ensure purchasing activities support operational requirements.

8. Documentation & Compliance

Ensure purchasing complies with Company SOPs and internal controls.

Maintain procurement records for audit purposes.

Ensure ethical purchasing practices.

Support ISO documentation and audit requirements.

Ensure compliance with applicable legal and regulatory requirements.

9. Reporting & Analysis

Prepare periodic reports including:

Purchase status report

Supplier performance report

Cost saving report

Open PO report

Delivery performance

Procurement KPI report

Inventory purchasing analysis

Monthly purchasing summary

10. Continuous Improvement

Identify opportunities to improve procurement processes.

Recommend digitalization and automation initiatives.

Improve purchasing lead time and procurement efficiency.

Participate in Lean Manufacturing and Kaizen activities.

Additional Responsibilities (Assistant Manager Level)

Supervise Purchasing Executives and Purchasing Assistants.

Review and approve Purchase Orders within delegated authority.

Develop annual procurement strategies aligned with business objectives.

Lead supplier negotiations for strategic purchases.

Drive departmental KPIs.

Manage procurement risks and business continuity plans.

Conduct supplier business reviews.

Coach and develop purchasing team members.

Support management in strategic sourcing projects.

Lead cross-functional cost reduction initiatives.

MUST TO HAVE:

Education

Bachelor's Degree in:

Supply Chain Management

Business Administration

Purchasing

Logistics

Engineering

Commerce

or equivalent.

Experience

Purchasing Executive

Minimum 3 years purchasing experience in a manufacturing environment.

Assistant Manager

Minimum 5-8 years purchasing or procurement experience in manufacturing.

At least 2 years in a supervisory or leadership role is preferred.

Language Requirements

Mandarin (Mandatory) - Able to communicate effectively with suppliers from China, Taiwan, and Mandarin-speaking business partners.

English - Written and spoken.

Bahasa Malaysia - Written and spoken.

Japanese language is an added advantage.

Technical Skills

ERP / MRP System

Microsoft Excel (Advanced)

Microsoft Word

PowerPoint

Outlook

Procurement software

Cost analysis

Inventory management

Vendor management

Data analysis