Sophie Chan

• Handled the entire tender cycle, for minor engineering works and services for Signaling Systems, Automated Fare Collection Systems, CCTV Systems and Telecom/ Networking Systems - including specifications review, preparation of tender documents, tender assessment, negotiation on terms & conditions and contract award.
• Managed sourcing, price inquiries, negotiations and order fulfillment of spare parts and equipment to support railway operations.
• Contributed to Strategic Sourcing Initiatives by applying sourcing levers, such as bundling and alternative sourcing.
• Provided procurement guidance to internal stakeholders; ensuring the procurement process compliance with applicable laws, regulations and company policies throughout the procurement process.

Key Achievements:

• Ensured uninterrupted train services by securing timely delivery of key components and maintenance services during the Public Order Event in Hong Kong.
• Executed long-term procurement agreements during the COVID-19 pandemic to reduce costs and secure a stable supply of essential spare parts.

• Oversaw end-to-end procurement processes, including verifying purchase requisitions, sourcing suppliers, conducting price inquiries and negotiations, creating purchase orders, monitoring stock levels, and expediting orders.
• Fostered strong relationships with internal stakeholders by providing timely updates on procurement activities and addressing any concerns promptly.
• Negotiated favorable payment terms with suppliers, resulting in improved cash flow management for the company.

Key Achievements:

• Continuously reviewed and improved procurement processes by developing a comprehensive flowchart to standardize procedures and ensure consistent procurement practices.
• Honored with an Outstanding Performance Award in 2014 for excellence in procurement operations.

• Coordinated with suppliers for order placements, monitored delivery status, and resolved backorders efficiently.
• Ensured accuracy in reconciling invoices and purchase orders
• Addressed quality complaints.
• Monitored inventory levels and avoided shortages with timely replenishment of stock.

• Processed supply requests from sales department ; prepared accurate purchase orders and ensured timely follow-up with suppliers to confirm receipt and delivery schedules.
• Prepared comprehensive monthly procurement reports to support suppliers' quarterly business reviews.
• Collaborated closely with internal sales teams to enhance demand forecasting accuracy and proactively resolve supply-related issues.
• Coordinated and executed a joint seminar with a key manufacturer in China to strengthen supplier–customer relationships.

Key Achievement:

• Negotiated cost-saving deals with suppliers, earning the “Bid the Best Price Award” in 2011 for outstanding procurement performance.