Job Description

Key Responsibilities

The Purchasing Admin's role is centred around the following core responsibilities, which

support the Senior Merchandiser, Purchasing function, and Finance team in ensuring

smooth product flow, data accuracy, and operational efficiency.

1. SKU & Product Listing Support

Assist in creating and maintaining accurate SKU listings for all products. Update product information including SKU codes, product names, descriptions, quantities, and pricing. Ensure SKU data consistency across all internal systems (offline retail, inventory system, and online platforms). Support Senior Merchandiser in organising SKU structures for new launches, collections, and campaigns.
2. Purchase Order & Order Tracking

Assist in tracking purchase orders from suppliers through production, delivery, and arrival at warehouse / HQ. Monitor delivery timelines and follow up on order status with suppliers and internal teams. Update order progress tracking sheets regularly and accurately. Proactively flag delays, shortages, or discrepancies to the Senior Merchandiser and Purchasing team.
3. Supplier Coordination

Follow up with suppliers on order confirmations, delivery schedules, and basic documentation. Support daily communication with suppliers on purchase-related matters. Assist in resolving minor order, delivery, or documentation issues before escalation. Maintain updated supplier contact records and basic supplier information.
4. Purchasing Documentation & Filing

Maintain proper filing and organisation of all purchasing records, including:
- Purchase Orders (POs)

- Supplier invoices

- Delivery Orders (DOs)

Ensure purchasing documents are complete, accurate, and audit-ready. Support the Finance team by providing accurate and timely purchasing documents when required. Assist in PO-Invoice-DO matching for finance and month-end closing purposes.
5. Inventory & Sales Support Reports

Assist in preparing basic fast-moving and slow-moving product reports (offline & online). Update inventory and sales tracking sheets regularly. Support purchasing and replenishment decisions by providing simple, reliable data summaries. Help identify potential stock risks (out-of-stock, overstock) from a reporting perspective.
6. General Administrative Support

Assist with ad-hoc purchasing and administrative tasks as required. Support the purchasing and merchandising team in day-to-day operations to ensure smooth workflows. Provide general coordination support during peak periods such as product launches, campaigns, and store openings.

Requirements

Experience & Education

Diploma / Degree in Business Administration, Supply Chain, Accounting, Fashion Merchandising, or related fields. Junior: 1-2 years of purchasing / admin / operations experience. Mid-level: 2-4 years of relevant experience in retail, FMCG, fashion, jewellery, orlifestyle brands.
Skills & Competencies

Strong attention to detail and high accuracy with numbers and documentation. Comfortable working with Excel / Google Sheets (basic formulas, tracking sheets). Good coordination and follow-up skills. Able to manage multiple tasks and deadlines in a fast-moving retail environment. Clear written and verbal communication skills. Responsible, structured, and process-driven mindset.
Personality Fit

Calm, dependable, and organised. Willing to support others and work behind the scenes to ensure success. Open to learning and growing into a bigger role over time. Comfortable working cross-functionally with Finance, Merchandising, and Operations.
Job Type: Full-time

Pay: RM2,800.00 - RM3,300.00 per month

Benefits:

Free parking Opportunities for promotion Professional development
Work Location: In person