Core Responsibilities:

Purchasing Management:

• Manage, plan and monitor the procurement process for all projects, ensuring adherence to established procedures and policies.
• Understand and evaluate procurement between different alternatives in terms of cost, quality, durability and environmental aspects.
• Source and purchase of materials in order to obtain best cost, on time delivery and acceptable standards.
• Establish and maintain a database of purchasing cost information for reference and analysis.
• Prepare and issue purchase orders, and other project-related documents as necessary, ensuring accuracy and compliance with project requirements and contractual obligations.
• Provides procurement reports for projects, highlighting key metrics and insights.
• Collaborate and communicate with logistics personnel, customer service representatives, service providers, and others involved in the shipment and receipt of products.
• Collaborate with managers, quantity surveyors, and other stakeholders to coordinate project activities effectively.

Project Administration:

• Prepare, file and manage project-related document such as contracts, purchase orders and other related reports.
• Schedule and organize meetings, including project team meetings, client meetings and subcontractor meetings. Prepare meeting agendas and minutes.
• Assist in tracking the progress of the project, ensuring that milestones, deadlines, and deliverables are met according to the project plan.
• Handle the submission of documents and ensure timely responses from all parties.
• Assist with the closeout process and ensure all administrative aspects are complete.
• Serve as a point of contact for internal team members, facilitating communication between project managers and other project staff.
• Maintain open lines of communication with clients to provide project updates, address inquiries and ensure client satisfaction.
• Liaise with vendors, subcontractors and suppliers, ensuring that materials are delivered on time and all necessary paperwork is completed.
• Assist in managing project-related financial transactions, including processing invoices, tracking payments to vendors and subcontractors and maintaining records of expenses.
• Keep organized records of all project-related documentation physical or digital for easy access and retrieval.
• Maintain and track project contracts and amendments, ensuring compliance with the terms and conditions.
• Maintain and update project as well as vendor files (both digital and hardcopy).
• Assist in data entry for accounts, including recording supplier invoices.
• Check invoice details against purchase orders and delivery orders.
• Assist in general administrative duties such as filing, scanning, documentation and record maintenance.
• Perform any other administrative, accounting or project related tasks as assigned by the management.