PURCHASING EXECUTIVE

POSITION OVERVIEW

The 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 payments.

·         Coordinate with Accounting and follow up with suppliers on payment status.

3. Production & Shipment Execution

·         Monitor production progress and delivery schedules.

·         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.

WORKING LOCATION: 3rd Floor, Capital Tower, 6 Nguyen Khac Vien Str., Tan My Ward, Ho Chi Minh City, Vietnam

WORKING HOURS:

·         Monday to Friday: From 08:00 am to 05:00 pm

·         Saturday: From 8:00 am to 12:00 pm (if required)

·         Lunch break: 12:00 pm – 01:00 pm

QUALIFICATIONS & SKILLS

Education: Bachelor’s degree in purchasing, sourcing, Food technology or a related field.

Experience:

·         Minimum 2 years in purchasing role

·         Experience in the food and nutrition industry is preferred

Languages: Good in English (speaking, listening, reading, and writing)

Requirements

·         Age: 27- 40

·         Gender: Male/Female

Core Skills

·         Pleasant and effective communication.

·         Strong negotiation and persuasion abilities.

·         Excellent organizational and problem-solving skills.