[ref. r36105217] Procurement Administrator - Kuala Lumpur

A Procurement Administrator supports the procurement team by managing administrative tasks related to purchasing goods and services. This role ensures smooth operations within the procurement process, maintains accurate records, and facilitates communication between vendors and internal departments.

1. Invoice Matching & Processing

• Match purchase orders (POs) with supplier invoices.
• Verify quantities, pricing, and delivery terms.
• Resolve discrepancies between PO, invoice, and delivery receipt.
• Ensure timely submission of invoices for payment processing.

1. Purchase Order (PO) Management

• Create and issue POs based on approved requisitions.
• Track PO status and follow up with vendors on delivery schedules.
• Maintain accurate records of all procurement transactions.

1. Vendor Coordination

• Communicate with suppliers regarding orders, delivery, and invoicing.
• Assist in onboarding new vendors and maintaining vendor databases.
• Support vendor performance reviews and feedback collection.

1. Document Control & Filing

• Organize and maintain procurement files (POs, invoices, contracts).
• Ensure compliance with internal audit and procurement policies.
• Digitize and archive procurement documents for easy retrieval.

1. System Updates & Reporting

• Update procurement systems or ERP platforms with transaction details.
• Generate reports on procurement activities, spend analysis, and invoice status.
• Assist in month-end closing and reconciliation tasks.

1. Support Procurement Team

• Assist buyers or procurement officers with administrative tasks.
• Help prepare tender documents or quotation comparisons.
• Coordinate internal approvals and documentation flow
• A Diploma or Bachelor's degree in Business Administration, Supply Chain Management, Procurement, or a related field.
• 1–3 years of experience in procurement, supply chain, or administrative support roles.
• Familiarity with procurement processes and documentation.
• Attention to detail and accuracy in data entry.
• Good communication and negotiation skills.