Administrative Assistant

Admin Assistant – Job Description Summary

1. Administrative Duties

• Manage daily tasks in the office and factory.
• Maintain project, procurement, and inventory records (both paper and digital).
• Coordinate with the Factory Manager, Procurement Manager, Design Team, and Site Team.
• Handle files, invoices, delivery data, and approvals.

2. Procurement Responsibilities

• Source materials, tools, and consumables for the factory or projects.
• Prepare and process purchase requests and purchase orders.
• Obtain quotations, negotiate prices, and evaluate suppliers.
• Coordinate with suppliers to ensure on-time delivery.
• Follow up on purchase orders and verify invoices against purchase orders and delivery notes.

3. Inventory & Store Support

• Maintain accurate inventory records (raw materials, fixtures, accessories).
• Monitor stock levels and inform management when reordering is required.
• Coordinate material distribution for the production and project teams.

4. Coordination & Compliance

• Facilitate coordination between the factory, site, accounts, and procurement team.
• Ensure procurement and inventory processes comply with company policies.
• Support cost control by minimizing waste and monitoring material usage.

5. Requirements & Qualifications

• Diploma or Bachelor’s degree in Business Administration, or a related field.
• 1–3 years of experience in administration and procurement (preferably in finishing or construction).
• Basic knowledge of inventory and store management.
• Proficient in MS Office (Excel, Word) and ERP systems, if available.
• Good communication and negotiation skills.
• Ability to multitask and work under tight deadlines.
• Strong organizational and record-keeping skills.
• Familiarity with factory or workshop operations.

Job Type: Full-time

Application Question(s):

• Have you been involved in procurement and inventory processes? If yes, please describe your experience, including tasks such as sourcing suppliers, preparing purchase orders, maintaining inventory records, and monitoring stock levels.