Procurement Executive

Key Responsibilities 

1. Vendor Sourcing & Management 

• Source, evaluate, and manage vendors across production, influencers/KOLs, events, and technology/data services.  

• Collect, compare, and analyze quotations in alignment with approved scopes, media plans, and production briefs.  

• Partner with internal teams to select vendors based on cost efficiency, capability, timeline, and compliance requirements.  

• Monitor vendor performance to ensure deliverables meet agreed terms and project expectations.  

2. Project & Stakeholder Coordination 

• Work closely with cross-functional teams including Account, Finance, Legal, and PR–Social.  

• Prepare and manage procurement documentation such as quotations, purchase orders (POs), contracts, work orders, invoices, and liquidation documents.  

• Support project meetings, track scope changes, cost variations, and procurement approvals.  

• Ensure all procurement activities comply with dentsu policies and audit requirements.  

• Manage documentation and workflows through internal Finance and Legal systems.  

• Prepare periodic reports on vendor sourcing, cost tracking, and procurement performance.  

3. Payment & Financial Control 

• Coordinate with Finance to ensure timely vendor payments across production, media, and other services.  

• Track and manage advances, top-ups, and client-funded budgets (including media investments).  

• Support cost reconciliation with clients and/or vendors on a monthly or quarterly basis.  

• Monitor payables, cost commitments, and overall project cash flow.  

4. Other Responsibilities 

• Perform other tasks as assigned by the Line Manager.  

Requirements 

• 1–2 years of experience in Procurement, Finance Operations, or related roles (agency background is a plus).  

• Strong proficiency in Microsoft Excel (data tracking, basic formulas, reporting).  

• Familiar with payment processes, documentation, and working with internal systems is preferred.  

• Detail-oriented, well-organized, and able to manage multiple tasks under tight deadlines.  

• Good communication skills and ability to work with cross-functional teams.  

• Positive attitude, proactive mindset, and willingness to learn and grow.