Admin Assistant

Key Responsibilities

Purchasing

• Source, obtain quotations, and compare prices from suppliers.
• Prepare Purchase Requisitions (PR) and Purchase Orders (PO).
• Follow up with suppliers on order status and delivery schedules.
• Negotiate pricing, delivery terms, and payment terms where applicable.
• Monitor inventory levels and arrange replenishment of raw materials, consumables, and office supplies.
• Verify supplier invoices against Purchase Orders and Delivery Orders.
• Evaluate supplier performance based on quality, cost, and delivery.
• Maintain supplier database and purchasing records.
• Coordinate with warehouse and production departments regarding material requirements.

Administration

• Handle general office administration and filing.
• Maintain proper documentation and records.
• Answer telephone calls, emails, and customer or supplier enquiries.
• Prepare reports, correspondence, and meeting minutes.
• Assist in arranging courier services and deliveries.
• Manage office stationery and pantry supplies.
• Support HR and management with administrative tasks when required.
• Perform data entry and maintain accurate records.
• Assist in preparing monthly purchasing reports and documentation.

Compliance

• Ensure purchasing activities comply with company policies and procedures.
• Maintain confidentiality of company and supplier information.
• Support ISO, GMP, or other quality management documentation where applicable.