PROCUREMENT ADMIN ASSISTANT

Key Responsibilities: -

1. Procurement & Sourcing

·      Assist in sourcing suppliers, subcontractors and service providers

·      Assist in identifying alternative suppliers when required

·      Request and compile quotations from suppliers for comparison

·      Support price comparison and procurement evaluation activities

·      Follow up with suppliers on quotations, delivery schedules and order confirmations

2. Purchase Order(PO) Management

·      Prepare and issue Purchase Orders (PO) accurately and timely

·      Ensure PO details (specifications, quantities, pricing, delivery terms)are correct

·      Track PO status and follow up on order confirmations

·      Maintain proper PO records for audit and traceability

3. Supplier Coordination

·      Communicate with suppliers regarding delivery schedules and order status

·      Maintain and update supplier database and approved vendor list

·      Assist in resolving supplier-related issues such as delivery delays or discrepancies

·      Build and maintain good working relationships with suppliers and vendors

4. Inventory & Material Coordination

·      Coordinate with store, production and project teams on material requirements

·      Monitor stock levels and assist in material replenishment planning

·      Track incoming deliveries and ensure supporting documents (DO, GRN, Invoices) are properly received

·      Handle urgent purchasing requests for site and operational needs

5. Documentation & Audit Compliance

·      Maintain accurate procurement documentation including PO, DO, INV and GRN

·      Verify supplier invoices against PO and delivery records before submission to Accounts

·      Ensure proper document filling and compliance with internal procedures and audits requirements

·      Support internal and external audits by preparing required procurement records and documentation

6. Cost Control & Budget Monitoring

·      Conduct cost comparisons and analysis for procurement decisions

·      Monitor price trends for key materials (e.g., steel, copper, electricalcomponents)

·      Support cost-saving initiatives and value engineering efforts

·      Assist in budget tracking for projects and operational purchases

7. System& Data Management

·      Update procurement records in accounting system (e.g., AutoCount)

·      Maintain accurate supplier pricing records and procurement history

·      Prepare procurement reports and summaries when required

·      Ensure proper data accuracy and document traceability

8. Administrative& Operational Support

·      Support daily administrative activities within the procurement department

·      Coordinate with internal departments to ensure smooth procurement operations

·      Assist management with procurement-related tasks and reporting

·      Perform any other ad-hoc duties assigned by the management