Administrative & Procurement Coordinator

1. Administrative Management:

• Serve as the first point of contact for the office, managing correspondence, phone calls, and emails.
• Schedule and coordinate meetings, appointments, and travel arrangements for team members.
• Maintain office supplies inventory by checking stock, anticipating needs, placing orders, and verifying receipt.
• Ensure the office environment is tidy, functional, and professionally maintained.
• Prepare and modify documents including correspondence, reports, drafts, memos, and emails.

2. Supplier & Procurement Coordination:

• Proactively contact suppliers to request current pricing, catalogs, and product information.
• Collect, organize, and maintain a database of supplier quotes, lead times, and terms & conditions.
• Assist in the initial stages of the procurement process by gathering and comparing supplier data.
• Build and maintain positive relationships with vendor contacts.
• Track and update price changes and communicate them to the relevant internal teams.

3. Data Organization & Management:

• Develop and maintain a systematic filing system for both digital and physical records.
• Organize internal data (e.g., sales reports, inventory lists, customer information) into accessible and logical formats.
• Input and update data into company databases and CRM/ERP systems with a high degree of accuracy.
• Generate basic reports and summaries from collected data as requested by management.
• Ensure data integrity and confidentiality is upheld at all times.

4. General Support:

• Provide administrative support to other departments as needed.
• Assist with the onboarding process for new employees (setting up desks, supplies, etc.).
• Help in the planning and execution of company events or meetings.