Job Description & Requirements

We are seeking a detail-oriented and proactive individual to support administrative, procurement, and operational functions. The ideal candidate will assist various departments, coordinate with vendors, maintain documentation, and support daily office operations to ensure smooth workflow and timely execution of tasks.

Key Responsibilities:

1. Documentation Support

• Assist in the preparation and submission of Invitation to Quote (ITQ) supporting documents.
• Regularly update and maintain ITQ-related files and templates for accuracy and completeness

2. Client & Compliance Coordination

• Send supporting documents to clients when required.
• Maintain proper records of submitted documents and ensure compliance with client requirements
• Reply client in group chat when necessary.

3. Vendor Management

• Liaise with vendors and suppliers for incoming orders from the team.
• Source and compare quotes for required goods and services.
• Place orders upon approval and ensure timely delivery and coordination.

4. Administrative Support

• Assist in minutes during meetings as needed.
• Handle ad hoc administrative requests from team leads or supervisors.
• Create and maintain templates (e.g., evaluation presentation or client, checklists, reports) upon request.

5. Pantry & Office Maintenance

• Check pantry supplies regularly and restock items from the storage cabinet.
• Purchase additional supplies from external stores when necessary (e.g., running errands to nearby shops).
• Maintain overall cleanliness and organization of the pantry and shared office spaces.
• Ensure the office environment remains tidy, welcoming, and well-stocked at all times.

Qualifications & Skills:

• Strong organizational and multitasking skills.
• Proficient in Google Workspace, Microsoft Office (Word, Excel, PowerPoint) and Canva.
• Good communication and interpersonal skills.
• Able to work independently and as part of a team.
• Familiarity with procurement processes and vendor communication is a plus.
• Prior experience in an administrative or operational support role preferred.