About Our Client
Our client is an international company.
Job Description
Key Responsibilities
* Provides administrative support to the purchasing team
* Ensures smooth procurement operations
1. Administrative & Clerical Support
* Prepare, issue, and track purchase orders (POs) in the ERP system.
* Maintain organized digital and physical files for contracts, invoices, delivery notes, and supplier documents.
* Support the preparation of routine reports (weekly trackers, supplier lists, PO summaries).
* Update purchasing databases and internal dashboards.
2. Supplier Coordination
* Serve as the first point of contact for suppliers regarding order confirmations, delivery dates, and basic queries.
* Collect and file supplier documents (certificates, bank details, compliance forms).
* Follow up on pending orders and report delays or issues to the Purchasing Manager.
3. Order & Delivery Follow-Up
* Monitor delivery schedules and ensure timely receipt of goods or services.
* Assist with resolving delivery discrepancies or missing documentation.
* Coordinate with logistics and warehouse teams for incoming shipments.
4. Invoice & Payment Support
* Match invoices with purchase orders and delivery notes.
* Check pricing, quantities, and details before sending to Finance for approval.
* Support the resolution of billing errors with suppliers.
5. Internal Stakeholder Support
* Assist employees with purchasing requests (RFP forms, PO creation, documentation).
* Ensure internal purchasing policies are followed and provide basic guidance when needed.
* Schedule meetings, prepare agendas, and draft minutes for procurement-related discussions.
The Successful Applicant
Essential
* Previous experience in administrative support, purchasing, or supply chain.
* Strong organization and time management skills.
* Excellent attention to detail and accuracy.
* Comfortable communicating with international suppliers and internal stakeholders.
* Proficiency in MS Office (especially Excel, Outlook, Word).
* Exposure to ERP systems is an advantage.
Preferred
* Experience in an international corporate environment.
* Understanding of basic purchasing processes (POs, invoices, delivery notes).
* Ability to handle multiple administrative tasks simultaneously.
What's on Offer
* Reliable, meticulous, and service-oriented.
* Positive attitude and willingness to support a team.
* Ability to work under pressure with tight timelines.
* Respect for confidentiality and internal procedures.
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