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