Job Description

The Administrative Assistant (Purchasing) plays a key role in supporting the procurement department by assisting with the administration and coordination of purchasing activities. This position ensures that production needs are met through effective sourcing, timely procurement, and cost management. The role involves handling procurement documentation, communicating with suppliers, maintaining records, and ensuring that materials and services are available for production on time.

Job Responsibilities

• Procurement Support: Assisting with the preparation of purchase orders, tracking their progress, and keeping vendor files up-to-date.
• Vendor Coordination: Ensuring that orders are delivered on time by communicating with vendors.
• Record Keeping: Maintaining accurate purchase and inventory records.
• Budgeting Assistance: Supporting in budget preparation and monitoring spending to stay within budget.
• Research: Conducting vendor and product research to support purchasing decisions.
• Internal Communication: Coordinating with other departments to ensure their procurement needs are met.
• General Admin Support: Tasks include answering phones, data entry, filing, etc.
• Material Specifications: Liaising with project teams to understand material specifications.

Job Requirements

• Min. 2 years of relevant experience in administration
• GCE ‘O level or equivalent
• Proficiency in Xero accounting software and Microsoft Office applications
• Strong organizational skills and attention to detail
• Ability to multitask and prioritise tasks effectively
• Excellent communication and interpersonal skills
• Knowledge of basic accounting principles and budgeting
• Ability to work independently and as a part of the team
• Willingness to learn and adapt to new technologies and processes