Job Summary
The Administrative Executive is responsible for supporting the procurement and administrative functions of our group of clinics. This role ensures timely sourcing, purchasing and inventory management of medical supplies, equipment to support daily clinic and operational needs while maintaining cost efficiency and compliance with internal policies.
Key Responsibilities
Procurement Functions
- Manage the end-to-end procurement process including sourcing, requesting quotations, price comparison and purchase order issuance.
- Liaise with suppliers and vendors on pricing, product availability, delivery schedules and contract terms.
- Ensure timely procurement of medical supplies, pharmaceuticals, equipment and general consumables for clinics and departments.
- Monitor stock levels and coordinate replenishment to prevent shortages or overstocking.
- Track and follow up on delivery status to ensure on-time receipt of goods.
- Verify invoices against purchase orders and delivery orders before submission for payment processing.
- Maintain proper documentation and records of procurement transactions.
Vendor Management
- Source and evaluate new suppliers to ensure quality and cost effectiveness.
- Maintain strong working relationships with existing vendors.
- Assist in contract negotiation and renewal with suppliers where required.
- Monitor supplier performance in terms of pricing, quality and delivery timelines.
Inventory Management
- Assist in inventory tracking and stock take exercises.
- Maintain accurate records of inventory movement and usage.
- Coordinate with clinic teams on stock requirements and usage trends.
- Ensure proper storage and labelling of supplies in accordance with healthcare standards.
Administrative Support
- Prepare procurement reports and cost analysis when required.
- Maintain updated procurement database and vendor list.
- Support general administrative duties within the operations department.
- Ensure compliance with company procurement policies and healthcare regulatory requirements.
Requirements
- Diploma in any discipline.
- Minimum 1-2 years of procurement or administrative experience, preferably in healthcare industry.
- Proficient in Microsoft Office applications (Excel, Word).
- Strong organisational and coordination skills.
- Good communication and interpersonal skills.
- Ability to work independently and manage multiple tasks efficiently.
- Familiarity with inventory management systems or ERP software.
- Knowledge of healthcare compliance standards will be an added advantage.
