Admin Assistant (Purchasing Support)

Key Responsibilities

Purchasing Support

• Source and obtain quotations from suppliers based on project and operational requirements.
• Compare quotations and prepare price comparison reports for management review.
• Prepare and issue Purchase Orders (POs) accurately and in a timely manner.
• Follow up with suppliers to ensure timely delivery of goods and services.
• Coordinate with suppliers regarding product availability, pricing, lead times, and delivery schedules.
• Maintain and update supplier information and purchasing records.
• Assist in sourcing new suppliers and evaluating supplier performance.
• Monitor outstanding purchase orders and ensure timely closure.

Invoice & Documentation

• Verify supplier invoices against Purchase Orders and Delivery Orders before submitting for payment.
• Resolve discrepancies relating to pricing, quantities, or delivery with suppliers.
• Maintain proper filing and documentation of quotations, POs, invoices, delivery orders, and related purchasing records.
• Ensure all procurement documents are complete, accurate, and comply with company procedures.

Administrative Support

• Handle general administrative duties, including filing, data entry, document preparation, and record management.
• Coordinate with internal departments on purchasing requirements and order status.
• Prepare reports, spreadsheets, and procurement summaries as required.
• Respond to supplier enquiries professionally and promptly.
• Assist with office administration and other ad-hoc duties assigned by management.

Requirements

• Diploma, Higher NITEC, or equivalent qualification in Business Administration, Purchasing, Supply Chain, or a related field.
• Minimum 1–2 years of experience in purchasing, procurement, or administrative support (construction industry experience is an advantage).
• Proficient in Microsoft Office (Excel, Word, Outlook).
• Experience with ERP or accounting systems (e.g., Xero, SAP, or similar) is an advantage.
• Good organizational and time management skills with strong attention to detail.
• Good communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Able to multitask and meet deadlines in a fast-paced environment.

Preferred Attributes

• Responsible, proactive, and well-organized.
• Strong negotiation and coordination skills.
• Positive attitude with a willingness to learn.
• High level of integrity and professionalism.
• Ability to handle confidential information with discretion.