PROCUREMENT ADMIN ASSISTANT

Your tasks

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