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