Procurement Admin

**Job Summary**:
The Procurement Administrator is responsible for providing comprehensive administrative and operational support to the procurement team. This role ensures the smooth and efficient execution of procurement activities, maintaining accurate records, facilitating communication with suppliers and internal stakeholders, and contributing to the overall effectiveness of the procurement function.

**Key Responsibilities**:

- **Administrative Support**:

- Manage and organize procurement documentation, including purchase orders, contracts, invoices, and supplier agreements, ensuring accuracy and completeness.
- Maintain and update supplier databases, contact information, and supplier performance records.
- Schedule and coordinate meetings, prepare agendas, and take minutes for procurement team meetings and supplier reviews.
- Prepare and process various procurement-related forms and reports.
- Maintain an organized and efficient filing system for all procurement documents (digital and physical).
- **Purchase Order Management**:

- Assist in the creation and processing of purchase requisitions and purchase orders (POs) in the procurement system.
- Verify accuracy of PO details, including quantities, pricing, and delivery terms.
- Distribute POs to suppliers and follow up on confirmations.
- Track the status of open purchase orders and expedite deliveries as needed.
- Resolve discrepancies related to purchase orders, invoices, and deliveries in coordination with accounts payable and suppliers.
- **Supplier Relations**:

- Act as a primary point of contact for routine supplier inquiries.
- Assist in onboarding new suppliers, collecting necessary documentation, and ensuring compliance with company policies.
- Support the procurement team in conducting supplier due diligence and performance evaluations.
- Facilitate communication between suppliers and internal departments.
- **Data Management & Reporting**:

- Assist in gathering and compiling procurement data for analysis and reporting.
- Generate reports on purchasing activities, supplier performance, and cost savings initiatives.
- Maintain and update procurement-related spreadsheets and databases.
- Identify and report on discrepancies or issues within procurement data.
- **Compliance & Policy Adherence**:

- Ensure all procurement activities comply with company policies, procedures, and relevant regulations.
- Assist in maintaining a clear audit trail for all procurement transactions.
- **General Support**:

- Provide general support to the procurement team and other departments as needed.
- Assist with special projects and initiatives within the procurement department.
- Contribute to continuous improvement efforts within the procurement process.

**Qualifications**:

- **Education**:

- High school diploma or equivalent required.
- Associate's or Bachelor's degree in Business Administration, Supply Chain Management, or a related field preferred.
- **Experience**:

- 1-3 years of experience in an administrative role, preferably within a procurement or supply chain department.
- Experience with purchasing software (e.g., SAP, Oracle, NetSuite) or ERP systems is a strong advantage.
- **Skills**:

- **Strong organizational and time management skills**: Ability to prioritize tasks and manage multiple responsibilities effectively.
- **Excellent attention to detail**: Meticulous in reviewing documents and data for accuracy.
- **Proficient in Microsoft Office Suite**: Especially Excel, Word, and Outlook.
- **Strong communication skills**: Both written and verbal, for effective interaction with internal teams and external suppliers.
- **Problem-solving abilities**: Capable of identifying and resolving routine issues.
- **Team player**: Ability to collaborate effectively within a team environment.
- **Ability to work independently**: With mínimal supervision when required.
- **Familiarity with procurement processes**: Basic understanding of purchasing principles and practices is a plus.

**Working Conditions**:

- Typically an office-based role.
- May involve sitting for extended periods.
- Standard business hours, but may occasionally require flexibility based on departmental needs.

**Job Types**: Full-time, Permanent

Pay: RM2,500.00 - RM3,500.00 per month

**Benefits**:

- Maternity leave
- Opportunities for promotion
- Professional development

Work Location: In person