Purchasing Executive

The Purchasing Executive plays a key operational role in supporting the organisation’s procurement function. Reporting to the Purchasing Assistant Manager, the role is responsible for executing day-to-day purchasing tasks, maintaining accurate procurement records, liaising with suppliers, and supporting internal departments with timely and cost-effective procurement solutions. The role requires attention to detail, strong administrative ability, and effective coordination to ensure procurement runs smoothly and in line with internal procedures. Key Responsibilities Procurement Operations Prepare and issue Request for Quotations (RFQs) in line with internal guidelines. Place Purchase Orders (POs) based on approved requests or replenishment needs. Follow up on supplier confirmations, lead times, and delivery updates. Liaise with suppliers on pricing, availability, and order fulfilment status. Monitor open orders and maintain accurate records in procurement systems. Track and file all procurement documentation including RFQs, POs, supplier invoices, and confirmations. Collaborate with the logistics and warehouse teams to coordinate deliveries. Supplier Coordination & Communication Maintain professional and timely communication with local and international suppliers. Escalate supply or quality issues to the Purchasing Assistant Manager for resolution. Support in updating supplier contact lists and performance tracking data. Data Entry & Record Management Enter and maintain accurate procurement data in the ERP system. Ensure documentation and digital filing are kept up to date for audit and reporting purposes. Support the Purchasing Assistant Manager in the preparation of procurement reports or summaries. Internal Support & Collaboration Respond to procurement-related queries from internal stakeholders. Assist departments with product availability checks or information on supplier lead times. Participate in internal meetings to align procurement with department plans. Compliance & Process Adherence Follow established procurement policies, procedures, and approval workflows. Ensure that all procurement activity is in line with company standards and audit requirements. Identify and report any discrepancies or non-conformities in the procurement process. The list of ‘Responsibilities’ appearing in this job description is neither necessarily exhaustive nor is any part of this job description permanent. Required Qualifications & Experience Minimum of 2 years’ experience in a purchasing, procurement, or administrative role. MQF Level 4 qualification in Business Administration, Procurement, or a related field. Familiarity with purchasing processes, documentation, and supplier coordination. Experience using procurement or ERP software systems is considered an asset. Proficient in Microsoft Excel, Word, and Outlook. Required Skills & Attributes Organisation & Accuracy Strong attention to detail and commitment to accurate data entry and documentation. Ability to follow structured processes and meet deadlines. Communication & Coordination Clear and professional communicator, both verbally and in writing. Ability to work collaboratively with colleagues, suppliers, and internal stakeholders. Time Management Skilled in multitasking and prioritising daily tasks in a dynamic work environment. Able to maintain workflow consistency under time pressure. Problem-Solving Proactive in identifying issues and proposing basic resolutions. Willingness to seek guidance where needed and contribute to improvements. Technical Proficiency Comfortable with Microsoft Office tools and basic data systems. Able to quickly learn and navigate purchasing platforms or ERP systems. Company Culture Fit Upholds the company’s values, procurement standards, and internal policies. Professional, respectful, and team-oriented in all interactions. Demonstrates reliability, integrity, and accountability in daily work. Sourced from Alberta Group. Apply on the company's site.