Office Administrator & Procurement Assistant

The Office Administrator & Procurement Assistant is responsible for ensuring smooth day-to-day office operations while managing the procurement of core goods and services required by the organisation. The role involves administrative support, supplier coordination, purchasing, inventory management, and maintaining accurate documentation to support operational efficiency.

Duties (include but are not limited to):

Office Administration

• Handle incoming calls, emails, and correspondence.
• Maintain office records, files, and documentation.
• Schedule meetings, appointments, and manage office calendars as required.
• Coordinate office supplies and ensure adequate stock levels.
• Provide administrative support to management and staff.

Procurement Duties

• Source suppliers and obtain quotations for goods and services.
• Prepare and process purchase orders according to company procedures.
• Compare prices, quality, and delivery timelines from suppliers.
• Maintain supplier databases and build strong supplier relationships.
• Track orders and ensure timely delivery of purchased items.
• Monitor inventory levels and coordinate re-ordering of materials.
• Ensure procurement activities comply with company policies and budgets.

Financial & Record Management

• Maintain procurement records, invoices, and purchase documentation.
• Assist with budget tracking related to office purchases and supplies.
• Coordinate with the finance department for payment processing.
• Maintain purchase logs.