Procurement Administrator

Role Purpose:

The Procurement Administrator provides administrative support to the procurement department, ensuring the efficient and smooth execution of procurement processes. This role involves handling purchase orders, supplier communication, and maintaining accurate procurement records. The Procurement Administrator ensures compliance with company policies and supports the team in achieving cost-effective and timely procurement of goods and services.

Key Task and Responsibilities:

Purchase Order Management: Collaborate with the procurement team to ensure timely and cost-effective replenishment of stock (PPE / Uniforms / Pantry / Stationery / Camp Bedding Materials) through Call-off PO’s. Prepare MR’s as and when required for materials / Services required under Overhead/ Recharges. Create GRNs for materials/services received under overhead and rechargeable accounts. Provide Cost allocations as per project for the materials/service received under OV/RC to the accounts dept. Receive, inspect, and verify the quality and quantity of all incoming materials and supplies.

Supplier Correspondence: Liaise with suppliers to obtain quotations, confirm order details, and follow up on deliveries. Assist in resolving any issues related to deliveries, pricing discrepancies, or invoicing. Maintain updated supplier contact information and documentation

Documentation and Record-Keeping: Maintain accurate procurement records, including Vendor pre-qualification document, Registration Document, Credit Application, AMC contracts, Internal and external Communication documents. Ensure that all documentation is filed correctly and complies with internal and external audit requirements. Support the team in maintaining up-to-date supplier databases.

Reporting: Assist in generating procurement-related reports e.g., PPE Stock Report, Overhead spend Cost Allocation, Sub-Contractors performance Tracker, Stock Transfer tracker. Provide regular updates on procurement activities to support management decision-making.

Vehicle Management: Maintain a tracker for the Outsourced Company Vehicles. Co-ordinate with the Service Provider and operation team for Installing, suspending, and deactivating the Fuel Smart Tags in the vehicles.

Team Support: Support the procurement team with administrative tasks such as scheduling meetings, organizing supplier visits, and preparing presentations. Assist in the preparation and issuance of requests for quotes (RFQs) and requests for proposals (RFPs), Memos etc.

Vendor Management Support: Initiate the Vendor registration and coordinate with various dept to complete the Registration on time. Support vendor evaluation processes by gathering performance data and supplier feedback.
Any other duties as assigned from time to time.

Experience, Knowledge and Skills:

A degree in Business Administration, Procurement, or Supply Chain Management is preferred.
Previous experience in an administrative or procurement role.
Strong organizational skills with attention to detail.
Excellent communication skills, both written and verbal.
Proficiency in Microsoft Office Suite (Word, Excel, Outlook) and ERP Software
Ability to manage multiple tasks and prioritize work effectively.
Experience with FM procurement
Basic understanding of procurement processes and supply chain management.
Strong problem-solving and analytical skills.
Ability to work collaboratively within a team environment.