Buyer & Technical Quotes Representative

Summary of the Role

XMEK, Inc., a US-based company with a global customer base, is launching operations in Asia Pacific and the Middle East. We are seeking a proactive and versatile Buyer & Technical Quotes Representative to join our Singapore team. This role blends strategic procurement with technical quoting, playing a pivotal part in establishing our presence in the region. You'll manage the purchasing cycle, prepare accurate technical quotes, and contribute to building a customer-focused, efficient operation from the ground up. This is an exciting opportunity for someone who thrives in a dynamic, start-up environment and is passionate about driving operational excellence and customer satisfaction.

Essential Duties

· Must maintain 100% commitment to safety policies and procedures.

· Accurately perform data entry tasks into company systems.

· Maintain, organize, and update filing systems (both paper and electronic).

· Procurement (Buyer Duties)

· Sourcing and Vendor Management: Identify and evaluate suppliers, negotiate pricing, and secure high-quality materials at competitive total landed costs to support operational needs.

· Purchase Order Management: Generate, track, and manage purchase orders to ensure timely delivery and compliance with company standards.

· Inventory Optimization: Collaborate with sales and operations teams to review inventory levels, manage system parameters, and prevent stockouts or overstocking.

· Cost Reduction and Process Improvement: Analyze market trends, negotiate to mitigate price increases, and implement strategies to reduce costs while maintaining quality.

· Automation and Efficiency: Drive automation of procurement processes (e.g., automated purchase orders, EDI) and resolve discrepancies in orders or invoices.

· Supplier Relationships: Build and maintain strong supplier partnerships to ensure a reliable supply chain and resolve issues promptly.

· Quote Preparation: Review customer RFQs, including technical specifications and data sheets, to prepare accurate and competitive quotes for industrial products (e.g., seals, bearings, gaskets).

· Product Sourcing for Quotes: Actively source products from both new and existing vendors to ensure competitive pricing and availability for technical quotes.

· Customer and Sales Coordination: Partner with account managers and technical teams to align quotes with customer requirements and determine optimal quoting strategies.

· Pricing and Negotiation: Assess costs, lead times, and pricing strategies in collaboration with vendors and sales teams to maximize profitability and customer satisfaction.

· Quote Management: Follow up on open quotes, update price lists, and maintain detailed records of quoting activities in the company's quote tracking system.

· Technical Support: Provide technical and service support to internal teams and customers, clarifying terms and conditions and addressing inquiries promptly.

· Tool Adoption: Maximize the use of quoting tools to streamline processes and enhance efficiency.

· Vendor Set-Up Support: Assist with establishing new supplier partners, coordinate with A/P teams on collections, and monitor customer-specific inventory for order fulfillment.

· Flexibility: Take on additional tasks as needed to support the early-stage operations in Singapore, contributing to process improvements and team success.

· Safety Commitment: Maintain 100% adherence to safety policies and procedures in all activities.

Other Duties

· Other duties as assigned by manager

Skills and Abilities

· Possesses excellent customer service skills

· Ability to interact with customers and team-members in a professional manner

· Ability to work independently and prioritize responsibilities

· Must have excellent communication skills, both oral and written

· Requires a proficiency in math skills including addition, subtraction, multiplication and division in units of measure

· Must be able to perform calculations using whole numbers, fractions and decimals.

· Basic computer skills including MS Word, Excel, internet and email

· Must be able to successfully utilize the company software

· Technical Knowledge: Ability to interpret technical specifications, engineering drawings, and data sheets to prepare accurate quotes.

· Strong negotiation and analytical skills to optimize costs and pricing.

· Excellent communication (written and verbal) for engaging with suppliers, customers, and internal teams.

· Advanced proficiency in Microsoft Office Suite (especially Excel) and experience with ERP (e.g., SAP, Oracle) or CRM systems.

· Problem-solving and data analysis skills to drive process improvements and cost reductions.

· High organizational skills with a sense of urgency and attention to detail.

· Language Skills: Fluency in English is required; proficiency in Mandarin or other languages relevant to Asia Pacific or Middle East markets is a strong advantage.

· Proactive, adaptable, and customer-focused with a passion for building processes in a start-up environment. Ability to work independently and collaboratively under pressure

Qualifications

· Bachelor's degree in Supply Chain Management, Business, Engineering, or a related field preferred. A high school diploma with 3+ years of relevant experience in sourcing, procurement, or technical sales may be considered.

· 2-5 years in procurement, technical quoting, or industrial sales, ideally in an industrial distribution environment (e.g., seals, bearings, or related components).

Work Hours

· Schedule: Monday through Friday, 8 hours per day.

· On-Site Requirement: This position requires being in the office daily.

Physical Requirements

· Prolonged periods of sitting at a desk and working on a computer.

Job Type: Full-time

Work Location: In person