Purchasing & Admin Executive

Job description

We are seeking a responsible and detail-oriented Purchasing and Admin Executive to support our daily operations. The role involves purchasing and stock control, coordination of service schedules, invoicing, and overseeing the maintenance of company equipment and vehicles. The ideal candidate should be organised, proactive and able to multitask effectively in a fast-paced environment.

Key Responsibilities

1. Purchasing & Stock Control

• Manage procurement of materials, tools and equipment

• Monitor inventory levels and ensure timely replenishment

• Source and negotiate with suppliers to secure competitive pricing and quality

• Maintain proper records of purchases and stock movements

2. Supplier Management

• Liaise with suppliers on orders, pricing, delivery schedules and discrepancies

• Build and maintain good working relationships with vendors

• Evaluate supplier performance and cost efficiency

3. Service Coordination

• Plan and coordinate schedules for routine fire protection maintenance servicing rendered by our technicians

• Liaise with customers to confirm appointments and service timelines

• Ensure service teams are deployed efficiently and on schedule

4. Invoicing & Documentation

• Prepare and issue invoices promptly upon completion of servicing

• Maintain accurate records of service reports and billing

• Follow up on outstanding payments where required

5. Equipment & Vehicle Management

• Oversee maintenance and servicing of in-house equipment

• Coordinate servicing, inspection, and upkeep of company vehicles

• Ensure all equipment and vehicles are in proper working condition and compliant with regulations

Requirements

• Diploma or equivalent in Business Administration or related field

• Minimum 2 years of relevant administrative experience

• Strong organisational and multitasking skills

• Good communication and negotiation skills

• Proficient in Microsoft Office

• Ability to work independently and as part of a team

• 5 days work week