1. Administrative Support:

o Assist in managing day-to-day office operations, including scheduling meetings, coordinating appointments, and organizing office systems.

o Handle correspondence, such as emails, phone calls, and mail, ensuring all inquiries are addressed promptly.

o Maintain accurate records and filing systems for administrative purposes, including vendor contracts, purchase orders, and invoices.

o Prepare reports, presentations, and other administrative documents as required by senior management.

o Assist with organizing company events, meetings, and conferences.

o Manage office supplies, ensuring that stock levels are maintained and items are ordered in a timely manner.

2. Purchasing and Procurement:

o Oversee and manage the procurement of goods and services, ensuring that items are purchased at the best possible price and meet company requirements.

o Research and evaluate suppliers, negotiate pricing, and select appropriate vendors based on quality, cost, and delivery times.

o Prepare and issue purchase orders (POs), ensuring that they are accurately documented and processed.

o Monitor and track purchase orders to ensure timely deliveries and resolve any issues related to delays or discrepancies.

o Manage inventory levels and reorder products or supplies when necessary, avoiding shortages or overstocking.

o Coordinate with relevant departments to identify and anticipate supply needs, ensuring they are met efficiently.

o Maintain records of procurement activities, including supplier contracts, quotes, and invoices.

3. Vendor Management:

o Establish and maintain positive relationships with suppliers, vendors, and service providers.

o Address vendor-related issues such as delays, product quality concerns, and contract disputes.

o Ensure that all vendor payments and invoices are processed according to company procedures.

o Conduct periodic performance reviews of suppliers to ensure they are meeting the company's quality standards and service level agreements.

4. Budgeting and Cost Control:

o Work with the finance team to develop purchasing budgets and ensure adherence to allocated budgets.

o Monitor purchasing trends and identify opportunities to reduce costs through better procurement strategies or supplier negotiations.

o Maintain records of purchasing expenses and prepare reports on spending to senior management.

5. Compliance and Policy Adherence:

o Ensure all purchasing activities adhere to company policies, industry regulations, and legal requirements.

o Monitor compliance with ethical and environmental standards in the procurement process.

o Maintain documentation for audit purposes, ensuring that all purchasing records are accurate and up-to-date.

6. General Office Operations:

o Oversee office organization and cleanliness, ensuring a well-maintained and efficient working environment.

o Manage office equipment maintenance and repairs, coordinating with service providers when necessary.

o Assist in onboarding new employees by preparing office spaces, providing office supplies, and ensuring proper equipment is available.

• Bachelor's degree in Business Administration, Supply Chain Management, or a related field (preferred).
• At least less than years of experience in administrative support, procurement, or purchasing.
• Knowledge of procurement processes, purchasing systems, and inventory management.
• Strong organizational and time-management skills with the ability to handle multiple tasks.
• Proficiency in Microsoft Office Suite (Excel, Word, PowerPoint) and purchasing software or ERP systems.
• Strong communication and negotiation skills to effectively deal with vendors and internal departments.
• Attention to detail and accuracy in processing purchase orders, invoices, and maintaining records.
• Ability to work independently and as part of a team, handling competing priorities.