Procurement & Admin Assistant

Roles & Responsibilities

• Provide day-to-day administrative support to project teams, including scheduling, meeting coordination, and tracking of project milestones.

• Prepare, maintain, and update project documentation such as project files, progress reports, meeting minutes, and action logs.

• Create Purchase Requisitions for project requirements as per company procedures.

• Assist in registering new vendors/subcontractors and guiding them through the registration process.

• Issue Purchase Orders (POs) and ensure all supporting documents are complete and properly filed.

• Process Job Completion and Settlement records accurately and on time.

• Track project costs, purchase orders, and invoices against approved budgets, and flag variances to the Project Manager.

• Coordinate with vendors, subcontractors, site teams, and internal departments (Procurement, Finance, Engineering) to follow up on deliveries, documents, and payments.

• Maintain proper documentation for all project, procurement, and vendor-related activities to ensure audit readiness.

• Update project records, job numbers, and cost allocations accurately in the system.

• Generate system reports to support project tracking and management review.

• Perform ad-hoc duties as assigned to support operational efficiency.

Requirements

• Education: Minimum SPM or Diploma in Business Administration, Project Management, Supply Chain, or a related field.

• Experience: At least 1 year in an administrative or project support role (fresh graduates with relevant skills are encouraged to apply), with some understanding of accounting and procurement processes.

• Proficient in Microsoft Office (Excel, Word, Outlook, PowerPoint).

• Strong organizational and time-management skills, with the ability to handle multiple tasks and deadlines.

• Excellent attention to detail and accuracy in data entry and record-keeping.