Job description for Procurement Manager (Mandarin Speakers) at Hirea Group Bhuana
PROCUREMENT ADMINISTRATION MANAGER – MANDARIN SPEAKER
Position Overview
The Procurement Administration Manager is responsible for managing and overseeing procurement administration activities to ensure an efficient, accurate, and compliant procurement process. The role works closely with the Procurement, Finance, Warehouse, Production, Engineering, and other departments to ensure the timely procurement of materials, goods, and services in accordance with company requirements, budgets, and policies.
The position will also serve as a key communication bridge between the company, Chinese-speaking management, suppliers, and business partners, particularly in coordinating procurement-related matters in Mandarin.
Key Responsibilities
1. Procurement Administration Management
Manage and oversee daily procurement administration activities and ensure all processes are completed accurately and on time.
Supervise the Purchase Requisition (PR), Purchase Order (PO), quotation, contract, invoice, and procurement documentation processes.
Ensure procurement transactions are properly recorded and maintained in the ERP/procurement system.
Monitor the status of PRs, POs, outstanding orders, delivery schedules, and pending procurement activities.
Ensure all procurement documentation complies with company policies and approval procedures.
2. Supplier & Vendor Administration
Manage supplier registration, onboarding, and supplier master data.
Maintain accurate supplier information, pricing, payment terms, contracts, and supporting documents.
Coordinate with suppliers regarding quotations, purchase orders, delivery schedules, documentation, and administrative issues.
Support supplier evaluation and performance monitoring together with the Procurement team.
Develop and maintain effective relationships with local and overseas suppliers, including Chinese-speaking suppliers.
3. Mandarin Communication & Coordination
Act as a Mandarin-speaking liaison between Chinese management, procurement teams, suppliers, and other business partners.
Communicate procurement requirements, specifications, commercial terms, delivery schedules, and administrative matters in Mandarin when required.
Translate and interpret procurement-related documents, instructions, emails, meetings, and discussions between Mandarin and English/Indonesian.
Facilitate communication and resolve misunderstandings between Chinese-speaking stakeholders and local teams.
Coordinate with China-based suppliers or headquarters regarding procurement requirements and purchasing activities.
4. Procurement Budget & Cost Control
Support the preparation of the annual procurement budget and manpower-related procurement administration budget.
Monitor procurement spending against approved budgets.
Prepare purchasing expenditure reports and analyze budget variances.
Support cost-saving and cost-control initiatives through supplier analysis, purchasing data, and process improvements.
Coordinate with Finance to ensure procurement transactions are properly recorded and aligned with budget availability.
5. Procurement Reporting & Data Analysis
Prepare regular procurement reports for management, including:
PR and PO status
Outstanding PO
Supplier performance
Procurement spending
Purchase price analysis
Budget vs. actual
Cost-saving performance
Procurement lead time
Analyze procurement data and provide recommendations to management.
Maintain accurate procurement databases and ensure data integrity.
6. Internal Control & Compliance
Ensure procurement activities comply with company policies, procedures, approval limits, and applicable regulations.
Ensure proper documentation and authorization are obtained before procurement transactions are processed.
Maintain proper segregation of duties and procurement controls.
Support internal and external audits by providing complete procurement documentation.
Identify procurement risks and implement appropriate corrective and preventive actions.
7. Team Leadership & Development
Lead, supervise, and develop the Procurement Administration team.
Assign responsibilities and establish priorities according to business requirements.
Monitor team performance, productivity, and service levels.
Provide coaching, training, and guidance to team members.
Establish and improve procurement administration procedures, workflows, and work standards.
Promote teamwork and effective communication between procurement and other departments.
8. Cross-Functional Coordination
Work closely with Finance, Accounting, Warehouse, Production, Engineering, Quality, Maintenance, and other departments.
Coordinate procurement requirements to support production and operational activities.
Resolve procurement-related issues involving documentation, suppliers, delivery, pricing, and payment.
Ensure procurement administration supports business operations efficiently and without unnecessary delays.
Requirements
- Bachelor's degree in Supply Chain Management, Business Administration, Management, Finance, Accounting, or a related field.
- Minimum 5–8 years of experience in procurement, purchasing, procurement administration, or supply chain management.
- Previous experience in a manufacturing or industrial environment is highly preferred.
- Previous experience in a supervisory or managerial position is preferred.
- Fluent in Mandarin (speaking, reading, and writing).
- Good command of English and Bahasa Indonesia.
- Strong understanding of procurement processes, purchasing administration, supplier management, and procurement documentation.
- Experience working with Chinese suppliers, Chinese management, or China-based headquarters is highly preferred.
- Strong knowledge of Microsoft Excel and ERP/procurement systems.
- Strong analytical, negotiation, communication, and problem-solving skills.
- Strong attention to detail and ability to manage multiple priorities.
- Strong leadership and team management capabilities.