Procurement Administrator / Workplace Assistant

We are looking for a proactive and organized Procurement Administrator / Workplace Assistant to support our procurement and workplace operations. In this role, you will be responsible for coordinating purchasing activities, managing vendor communications, maintaining procurement records, and ensuring the smooth day-to-day operation of the workplace. You will work closely with internal stakeholders and external suppliers to ensure timely procurement of goods and services while helping to create a safe, efficient, and well-maintained office environment. This role is ideal for someone who is detail-oriented, resourceful, and enjoys balancing administrative responsibilities with workplace support.

• Receive and process customer orders accurately using ERP & CRM
• Purchasing goods on request for back to back orders
• Coordinate with warehouse, logistics, and procurement to ensure timely dispatch and delivery.
• Monitor inventory levels to prevent stockouts
• Collaborate with procurement and warehouse teams to maintain optimal stock levels.
• Arrange and track inbound and outbound shipments to ensure on-time delivery.
• Monitoring the inbound shipment schedule and update stakeholders
• Liaise with courier services and logistics providers to resolve delivery issues.
• Provide updates to customers on order status, delays, or issues.
• Handle order-related inquiries, complaints, and returns professionally.
• Maintain accurate records of orders, shipments, and inventory movements.
• Prepare regular reports on fulfilment metrics and suggest process improvements.
• Maintain inventory for necessary internal expendables and perishables. (i.e. Stationaries, Cleaning Supplies, Toiletries, F&B Refreshments)
• Weekly checks on office equipment. (i.e. Printers, Appliances, Doors, Furniture and Fixtures)
• Maintain staff access cards, name cards and NFC cards.
• Observe and provide realistic enhancement ideas to benefit a better working environment.
• Quarterly to partner HR to plan, create and coordinate internal small events/programs to achieve company engagements and team bonding.
• Bi-Annually to run workplace feedback and surveys. Collect data and insights for further discussion with superiors.
• Annually to plan and provide ideas for company anniversary celebrations and commemorative souvenirs. (i.e. T-Shirts, Bags, Badges, Caps, Accessories)
• Requirements
• Diploma, Higher NITEC, or equivalent qualification in Business Administration, Procurement, Facilities Management, or a related field.
• 1–2 years of experience in procurement, administration, workplace/facilities support.
• Knowledge of procurement processes, purchase orders, vendor management, and invoice reconciliation.
• Proficient in Microsoft Office applications (Excel, Word, Outlook); experience with ERP or procurement systems is an advantage.
• Strong organizational and time management skills with the ability to handle multiple tasks and priorities.
• Excellent communication and interpersonal skills to liaise effectively with internal stakeholders and external vendors.
• Detail-oriented with good problem-solving and analytical abilities.
• Ability to work independently as well as collaboratively in a fast-paced environment.
• Customer service mindset with a proactive and positive attitude.
• High level of integrity and ability to maintain confidentiality.