POSITION OVERVIEW
The Senior
Purchasing Executive is responsible for managing the end-to-end procurement process for imported goods, from receiving purchase orders and contract handling to shipment tracking, documentation control, and final delivery. This role ensures smooth coordination with suppliers, internal teams, and logistics partners to meet delivery timelines, quality requirements, and cost efficiency.
KEY RESPONSIBILITIES
1. PO & Contract Management
• Receive orders from planning and issue purchase orders or contracts to suppliers (ship date, Incoterms, payment terms, documentation).
• Follow up on contract finalization with suppliers.
• Update ERP and share relevant documents with internal stakeholders.
2. Payment Coordination
• Prepare and process pre-shipment and shipment-related payment request.
• Coordinate with Accounting and follow up with suppliers on payment status.
3. Production & Shipment Execution
• Monitor production progress and delivery schedules.
• Checking shipping cost for POs with Ex Works Incoterm
• Arrange shipment bookings with suppliers or forwarders.
• Update ETD/ETA in ERP and proactively communicate any changes or delays.
4. Documentation & Compliance Control
• Verify packaging, labeling, and compliance with contractual requirements.
• Collect and review COA and other quality-related documents.
• Review full set of shipping documents (Invoice, Packing List, B/L, C/O, etc.).
5. System Update & Cross-functional Coordination
• Maintain accurate and timely updates of shipment and documentation in ERP.
• Work closely with Planning, Sales, Logistics, and other teams to ensure smooth execution.
6. Claim & Issue Resolution
• Handle claims from internal teams or customers.
• Collect supporting evidence and coordinate with suppliers/insurance parties.
• Follow through until resolution and update ERP accordingly.