Maintenance Procurement Assistant

Ready to keep equipment running and records tidy? Join our team, working with us at Sunrise Industrial Supplies Sdn Bhd, and take a hands-on role that supports local manufacturing and maintenance crews by keeping parts, schedules and paperwork organised. Your careful administration helps reduce downtime, protect production targets, and make repairs faster and more predictable for our clients.

As a Maintenance Procurement Assistant you will build and scale repeatable admin processes for purchase orders, inventory control and maintenance scheduling. You will create clear templates, standardise data entry in Excel and our work order system, and introduce simple tracking so technicians and supervisors get the right parts at the right time. Success looks like fewer emergency orders, cleaner maintenance logs, measurable drops in lead time, and smoother handoffs between field teams and suppliers.

Why Join Us

• Manage purchase orders from request to receipt, track supplier lead times, and follow up on delayed deliveries. Keep accurate records so technicians get parts quickly and repair cycles run to plan.
• Maintain maintenance schedules, log parts consumption, and reconcile invoices against purchase orders. Produce clear weekly status notes that highlight bottlenecks and upcoming material needs.
• Use Excel and our work order system to prepare reports, reorder lists, and stock movement logs. Implement basic reorder points and support periodic stock counts to prevent shortages.
• Communicate directly with technicians, supervisors, and vendors to confirm specifications, quantities, and delivery dates. Translate field requirements into precise procurement actions that reduce mistakes and repeat orders.
• Document process updates and standard operating procedures so admin work scales as the team grows. Build practical procurement and operations experience that prepares you for broader responsibilities in operations or purchasing.

Requirements

Responsibilities

Maintenance Administration

• Keep maintenance logs, work orders and schedules current in Excel and our work order system so teams have clear, up-to-date task lists.
• Record completion status, parts used and labour notes for each job to improve handovers between shifts and reduce missed steps.
• Support periodic stock counts and reconcile variances to maintain accurate records and reduce admin delays.
• Produce concise weekly status notes that highlight bottlenecks, upcoming material needs and pending actions for supervisors.

Procurement & Inventory

• Process purchase requests into purchase orders and track deliveries from request to receipt so technicians get parts on time.
• Monitor supplier lead times, follow up on delayed shipments and flag urgent orders to cut emergency purchases.
• Maintain reorder lists and basic reorder points to prevent stockouts for spare parts and consumables.
• Match invoices to purchase orders and receipts to keep records clean and support timely invoice reconciliation.

Coordination & Process Improvement

• Communicate with technicians, supervisors and vendors to confirm specifications, quantities and delivery dates.
• Translate field requirements into clear procurement actions so orders arrive correctly and reduce repeat orders.
• Document standard operating procedures and simple templates to scale administrative work as the team grows.
• Suggest small process changes based on weekly reports to reduce lead time and lower emergency order frequency.

Requirements

Qualifications & Experience

• Minimum high school diploma or equivalent.
• Entry-level role; 1 to 2 years in administrative support, inventory control or maintenance coordination preferred, but fresh graduates are welcome.
• Experience in maintenance departments, facility management, warehouse or logistics is an advantage.
• Any office administration, supply chain or facility maintenance certification is a plus but not required.

Hard Skills & Knowledge

• Comfortable with Excel for logs, reorder lists and basic data work, with accurate and fast data entry.
• Familiarity with work order systems; ability to update tasks, parts and completion status reliably.
• Basic SQL knowledge is welcome but optional for the role.
• Practical understanding of maintenance terminology and spare parts naming helps reduce errors.

Soft Skills & Qualities

• Clear communicator in English and Bahasa Malaysia who can translate field needs into procurement actions.
• Organised, reliable and able to reprioritise when schedules change to keep work flowing.
• Strong attention to detail to prevent order mistakes and maintain clean records.
• Collaborative team player who works well with technicians, supervisors and vendors to speed up repairs and deliveries.

Skills

Procurement, Maintenance Scheduling, Work Order, Inventory Management, Vendor Relationship Management, Microsoft Office, Asset Management, Compliance Management, Administrative Support, Data Entry