Job Title
Procurement Executive – IT / AV / Data Center
Location: [Singapore / India / Malaysia]
Company: AdvanzIT Technologies
Job Summary
The Procurement Executive will play a key role in supporting AdvanzIT’s sales growth, project execution, and operational efficiency by working closely with OEMs, distributors, vendors, and service partners to secure competitive pricing, strong commercial terms, timely deliveries, and reliable sourcing options.
This role will be responsible for obtaining the best buying prices, negotiating lead times and warranty terms, improving turnaround time for quotations, coordinating deal registrations, onboarding new vendors, setting up credit facilities, and maintaining strong procurement databases. The position also requires the ability to identify alternate vendors and sourcing channels when products or services are unavailable from existing suppliers.
The ideal candidate should be commercially sharp, highly responsive, process-oriented, and capable of supporting both business growth and procurement governance.
Key Responsibilities
1. Vendor Management and Relationship Development
- Build and maintain strong working relationships with OEMs, distributors, suppliers, subcontractors, and service partners.
- Act as the primary procurement point of contact for vendor-related commercial discussions.
- Continuously expand AdvanzIT’s vendor ecosystem across products, services, logistics, and project support requirements.
- Develop a strong and dependable supplier base to support business growth, delivery capability, and competitive buying.
2. Pricing, Commercial Negotiation, and Sourcing Support
- Obtain competitive pricing from OEMs, distributors, and suppliers for customer opportunities and internal requirements.
- Negotiate best possible buying prices, commercial discounts, project pricing, back-end support, and special deal terms.
- Compare multiple sourcing options and recommend the most commercially viable solution.
- Support better gross margins while ensuring the company remains competitive in the market.
- Provide guidance to sales teams on product sourcing, quote strategy, alternate brands, and commercial options.
3. Deal Registration and Discount Management
- Coordinate and process deal registrations with OEMs and distributors to secure project-based discounts and protected pricing.
- Follow up closely with vendor teams to ensure timely approval of deal registrations.
- Track validity, renewal, and usage status of deal registrations.
- Ensure all available vendor programs, bid support mechanisms, and pricing benefits are effectively utilized.
4. Lead Time, Warranty, and Availability Coordination
- Obtain accurate information on stock availability, manufacturing lead times, delivery schedules, and supply risks.
- Validate warranty terms, service coverage, DOA/replacement conditions, and support entitlements.
- Keep internal teams updated on supply chain risks, delays, and changes in product availability.
- Recommend alternate sourcing strategies when standard supply commitments cannot be met.
5. Quotation Support and Sales Enablement
- Support the sales and pre-sales teams with timely procurement inputs for customer quotations and proposals.
- Improve turnaround time in quote support to help increase responsiveness and business win rates.
- Ensure pricing submissions include proper commercial details such as lead time, warranty, validity, exclusions, and sourcing assumptions.
- Work closely with sales teams to ensure quotations are commercially sound and aligned with project requirements.
6. Alternate Vendor Development and Product Substitution
- Identify alternate vendors, distributors, or substitute products when the preferred source is unavailable, delayed, or commercially uncompetitive.
- Build strong market intelligence on alternate brands, supply channels, and equivalent product options.
- Coordinate with technical and sales teams to validate alternates before final recommendation to customers.
- Reduce procurement dependency on a limited number of suppliers by broadening approved buying sources.
7. Vendor Onboarding and Compliance Coordination
- Manage end-to-end onboarding of new vendors, distributors, subcontractors, and service partners.
- Coordinate collection and validation of vendor onboarding documents such as company registration, tax certificates, bank details, insurance certificates, compliance forms, NDAs, code of conduct acknowledgements, and other required documents.
- Work with finance, operations, and management teams to ensure vendors are properly approved and activated in internal systems.
- Maintain updated records of vendor master data and supporting documentation.
- Ensure vendor onboarding is completed efficiently to avoid delays in procurement and project execution.
8. Credit Setup and Commercial Account Activation
- Coordinate with vendors and distributors to establish credit accounts and commercial buying terms for AdvanzIT.
- Support submission of credit applications, financial documents, trade references, and supporting forms required for account opening.
- Negotiate and follow up for better credit limits, payment terms, and account support to improve working capital flexibility.
- Maintain visibility on vendor credit terms, credit limits, and account status.
- Liaise with finance teams to resolve account setup issues, credit holds, overdue matters, or commercial disputes impacting procurement.
9. Procurement Database and Knowledge Management
- Build and maintain a structured procurement database covering vendors, OEMs, distributors, product lines, service partners, pricing history, lead times, warranty norms, and key commercial contacts.
- Maintain records of previous buying prices, negotiated discounts, deal registrations, sourcing preferences, and supply performance.
- Create a reliable internal knowledge base that improves procurement speed, consistency, and decision-making.
- Track vendor responsiveness, support quality, and competitiveness for future sourcing decisions.
10. Cross-Functional Coordination
- Work closely with sales, pre-sales, operations, projects, services, and finance teams to support business requirements.
- Align procurement activity with quote deadlines, project timelines, delivery expectations, and margin objectives.
- Assist internal stakeholders in resolving procurement issues related to pricing, supply, vendor approvals, and account setup.
- Support process improvements that enhance procurement efficiency, governance, and business responsiveness.
Key Performance Indicators
- Turnaround time for quote support
- Competitiveness of buying price secured
- Deal registration success rate
- Improvement in quote win support
- Accuracy of lead time and warranty information
- Number and quality of alternate sourcing options developed
- Speed and completion quality of vendor onboarding
- Number of new credit accounts / vendor accounts activated
- Vendor database strength and accuracy
- Responsiveness to internal sales and project teams
Candidate Profile
- Experience in procurement, sourcing, inside sales support, or commercial coordination in IT, AV, Data Center, or technology-related industries
- Strong negotiation and vendor management skills
- Good understanding of pricing structures, lead times, warranty terms, and channel programs
- Experience in vendor onboarding, documentation handling, and commercial account setup
- Familiarity with distributor credit application processes and vendor compliance requirements
- Strong follow-up discipline and ability to work under quotation deadlines
- Commercial mindset with high attention to detail and accuracy
- Good communication and coordination skills across internal and external stakeholders
Preferred Experience
- 3–6 years of relevant experience in procurement, sourcing, or commercial support
- Experience working with OEMs, distributors, service partners, and subcontractors
- Familiarity with deal registration and special pricing programs
- Exposure to vendor onboarding, KYC/compliance documentation, and credit account setup
- Experience supporting solution-based or project-led business environments
Key Skills
- Procurement and sourcing
- Vendor management
- Price negotiation
- Deal registration
- Vendor onboarding
- Credit setup and account activation
- Lead time coordination
- Warranty validation
- Alternate sourcing
- Commercial analysis
- Database management
- Cross-functional coordination
