Admin cum Purchaser Assistant

Job Responsibilities

1. Store & Inventory Management

* Monitor and maintain accurate inventory and stock records.

* Conduct regular stock counts and reconcile physical stock against system records.

* Organise the store and ensure materials are properly labelled and arranged.

* Track stock movements, including stock-in and stock-out records.

* Identify low-stock items and prepare replenishment requests.

* Investigate stock discrepancies, missing items, and inventory irregularities.

* Implement proper inventory control procedures to reduce wastage and prevent stock loss.

2. Administrative Duties

* Handle daily administrative and clerical tasks.

* Maintain proper filing and documentation, both physical and electronic.

* Handle incoming calls, emails and general enquiries.

* Prepare quotations, invoices, delivery orders and other documents when required.

* Maintain office supplies and arrange replenishment when necessary.

* Assist with data entry and preparation of reports.

* Provide general administrative support to management and other departments.

3. Purchasing Duties

* Source suppliers and obtain quotations for materials, tools, equipment and office supplies.

* Compare prices, quality, delivery lead times and payment terms.

* Prepare and issue Purchase Orders (PO).

* Follow up with suppliers on order status, delivery schedules and outstanding items.

* Coordinate with project teams and site supervisors to ensure materials are delivered on time.

* Verify supplier quotations, invoices and delivery orders against purchase orders.

* Maintain an updated supplier database and purchasing records.

* Monitor stock levels and arrange timely replenishment.

* Negotiate with suppliers for competitive pricing and better terms.

* Assist in resolving delivery discrepancies, defective items and supplier-related issues.

Requirements

* Minimum GCE O-Level or equivalent.

* Relevant experience in administration and purchasing is an advantage.

* Proficient in Microsoft Excel, Word and email communication.

* Good communication, negotiation and organisational skills.

* Able to work independently, manage multiple tasks and meet deadlines.

* Experience in the M&E or construction industry is an advantage