Procurement Officer cum Operation Admin

Procurement Officer cum Operation Admin

Work Location: Tagore Area
Working Days and Hours: Mon to Fri, 8:30am - 5:30pm

About the Role

We are looking for an organised and reliable Procurement Officer cum Operation Admin to support purchasing, delivery coordination and daily operational administration in the construction industry.

The role covers the purchasing process from receiving material requests and sourcing quotations to arranging deliveries and following up on outstanding matters. You will also maintain accurate asset records, procurement data and operational documents.

Key Responsibilities

1. Procurement and Purchasing

• Receive and process Material Requisition Forms (MRFs), checking item descriptions, quantities, units of measurement, site locations and required delivery dates. Clarify incomplete information with requestors.
• Check available stock with the workshop or store before arranging purchases, and coordinate internal stock issues or replenishment where appropriate.
• Source suitable suppliers and obtain quotations for construction materials, tools, equipment, spare parts, consumables and services.
• Prepare quotation comparisons based on suitability, quality, price, availability, delivery lead time and payment terms.
• Negotiate prices and purchasing terms, obtain the required approvals, and prepare purchase orders in accordance with company procedures.
• Maintain supplier information and purchasing records, and monitor supplier pricing, delivery reliability and service quality.
• Track outstanding MRFs and purchase orders through to fulfilment and closure, highlighting urgent requirements and unresolved issues.

2. Delivery Coordination and After-Sales Follow-Up

• Arrange deliveries and self-collections with suppliers, site teams, workshop personnel and drivers, confirming collection details, delivery locations, schedules and transport requirements.
• Monitor delivery progress, follow up on delayed or incomplete orders, and keep requestors informed of changes.
• Obtain delivery confirmation and supporting documents from receiving personnel, and follow up on shortages, incorrect items or reported damage.
• Coordinate returns, replacements, repairs, warranty claims and other after-sales matters with suppliers until resolved.

3. Asset Records, Data Management and Documentation

• Maintain and update asset and equipment registers, including identification details, serial numbers, locations, allocations, movements and status.
• Keep asset purchase, warranty, servicing and related supporting records organised and up to date.
• Track servicing schedules, warranty periods and relevant document expiry dates, and coordinate reminders and follow-up with the responsible personnel.
• Update procurement trackers, item information, supplier databases and operational records accurately and promptly.
• Organise physical and electronic records, including MRFs, quotations, purchase orders, delivery orders, goods receipt records, invoices and asset documents.
• Check purchase orders, delivery records and invoices for discrepancies in items, quantities and prices. Coordinate with suppliers and Accounts to ensure complete and accurate supporting documents for payment processing.
• Prepare routine updates on outstanding requests, orders, deliveries and asset movements, and perform other related procurement and operations administrative duties.

Job Requirements

• At least 1 to 2 yrs relevant experience in procurement, purchasing coordination, logistics coordination or operations administration is preferred.
• Experience in construction, engineering, machinery, equipment or spare parts is an advantage.
• Working knowledge of Microsoft Excel, Word, email and digital filing systems.
• Able to prepare quotation comparisons, work accurately with quantities and prices, and maintain organised records.
• Good communication, coordination and negotiation skills when working with suppliers and internal teams.
• Able to prioritise requests, meet deadlines and follow up consistently on outstanding matters.
• Responsible when handling supplier pricing, purchasing information and company documents.
• Willing to learn about construction materials, equipment, spare parts and purchasing systems.

Candidates with relevant transferable skills are welcome to apply.