Job Summary
The Purchase Order Executive plays a key role in managing the purchase order process for the Puzzle Ark Group, which operates across various industries and countries including Malaysia, China, and others. The incumbent will handle the creation, coordination, and reporting of POs in compliance with company policies, while ensuring timely and cost-effective procurement. Strong organizational and communication skills, coupled with Excel proficiency, are critical to success in this role.
Key Responsibilities
1. Purchase Order Management
- Prepare, process, and issue accurate Purchase Orders (POs) based on approved Purchase Requests (PRs).
- Maintain an organized system for tracking POs and ensuring proper documentation.
2. Supplier Communication & Coordination
Liaise with suppliers locally and internationally (especially China) to confirm order details, delivery timelines, and resolve issues.Follow up on delivery schedules to meet project or departmental requirements.3. International Procurement Support
Handle documentation and compliance related to international purchases, including customs documentation and shipping coordination.4. Cost and Inventory Control
Ensure purchases are made within budget and with best value consideration.Assist in monitoring inventory needs and replenishment planning.5. Inventory Management :
Monitor and manage inventory levels of hotel amenities and supplies to ensure adequate stock availability.Implement inventory control processes to optimize stock levels, minimize carrying costs, and prevent stockouts.Coordinate with procurement and logistics teams to replenish inventory as needed and maintain optimal stock levels.6. Order Processing and Fulfillment :
Oversee the order processing and fulfillment process to ensure timely and accurate delivery of products to clients.Coordinate with sales and customer service teams to receive and process customer orders efficiently.Monitor order status, track shipments, and address any issues or delays to ensure on-time delivery7. Warehouse and Distribution Management :
Manage warehouse operations, including receiving, storage, picking, packing, and shipping of products.Optimize warehouse layout, organization, and workflow to maximize efficiency and minimize errors.Ensure compliance with safety regulations and implement measures to maintain a safe working environment.8. Quality Assurance and Control :
Implement quality assurance processes and standards to ensure products meet specifications and customer expectations.Conduct quality control checks, inspections, and audits to identify and address any product defects or issues.Collaborate with suppliers and production teams to resolve quality-related issues and improve product quality.9. Issuing invoices :
Issue purchase invoice , sales invoice & quotation10. Reporting & Analysis
Prepare and submit daily, weekly, and monthly reportson PO status, delivery timelines, cost summaries, and other procurement metrics as instructed by the Department Head.Use Microsoft Excelfor data management, tracking, and report generation.11. System Management
Enter and maintain accurate data in the ERP or procurement tracking system.Support audits by ensuring all documentation is complete and accurate.12. Cross-Department Collaboration
Coordinate with Finance, Operations, and Project teams to ensure alignment on procurement needs and schedules.13. Compliance & SOP Adherence
Follow internal procurement policies, SOPs, and approval flows diligently.Keep all records audit-ready and compliant with internal and external requirements.Requirements
Diploma or Degree in Business Administration, Supply Chain, Logistics, or related field.
Minimum 2–3 years of experience in a purchasing or procurement-related role.
Proficient in Microsoft Excel (e.g., formulas, pivot tables, data entry).
Familiar with procurement systems or ERP platforms.
Fluent in English, Bahasa Malaysia and Mandarin (including reading and writing proficiency)
Strong organizational skills, attention to detail, and ability to work under pressure.
Good interpersonal and communication skills.
