Project Administrator & Purchasing specialist

vasl-talent; Islamabad; On-site; PKR 600,000 - 900,000; Full time

Job summary

vasl-talent in Islamabad is seeking a detail-oriented Project Administrator & Purchasing Specialist to support project operations and purchasing workflows. The role combines Project Administration and Purchasing Support with documentation, coordination, and data accuracy.

You will work onsite at Plaza ONE, near PSO pump on GT road, with timings 4 PM to 1 AM. The role involves entering data, updating records, coordinating with project managers, and processing POs and invoices.

Qualifications

• Excellent attention to detail and follow-through.
• Comfortable handling operational data and documents.
• Ability to coordinate across teams and keep records accurate.

Responsibilities

• Set up and maintain employee profiles, including documentation review.
• Schedule drug tests and coordinate result communications with customers.
• Enter data and maintain project records in management software.
• Track onsite storage and equipment rental; coordinate orders.
• Draft and track purchase orders; verify pricing and post AP entries.

Skills

Attention to detail

Data entry

Coordination across teams

Tools

CRM systems

Project management software

MS Teams

GSuite

Job description

Title: Project Administrator & Purchasing specialist

Job Type: Full-Time, Onsite

Location: Plaza ONE, Next to PSO pump, Main GT road near DHA Phase 2 Gate 1, Islamabad

Timings: 4 PM -1 AM (Pakistan Standard Time)

ROLE OVERVIEW:

We are looking for a detail-oriented and dependable resource to support our project operations and purchasing workflows. This role is split acrossProject AdministrationandPurchasing Support, with clear ownership of documentation, coordination, and data accuracy.

The ideal candidate is organized, proactive, and comfortable working across multiple systems while supporting project managers, estimators, and operations teams.

PROJECT ADMINISTRATOR RESPONSIBILITIES (2–3 DAYS PER WEEK)

• Set up and maintain employee profiles, including tracking citizenship status, badging, background checks, certifications, and related documentation
• Schedule drug tests for employees as required and coordinate communication of results with customers
• Support project managers by entering data, updating project records, and maintaining accuracy within project management software
• Track onsite storage requirements and equipment rental needs and coordinate ordering as required
• Review job contracts and highlight relevant sections for the estimating and operations teams prior to final review and owner signature

Support the estimating and sales teams as aBid Coordinator, including:

• Sending monthly bid follow-up emails (1x per month)
• Updating and maintaining CRM records

PURCHASING SUPPORT RESPONSIBILITIES (1–2 DAYS PER WEEK)

• Draft and track purchase orders (POs) issued to vendors
• Track field receipt tickets for delivered materials
• Monitor and track incoming vendor invoices using an MS Teams Kanban board
• Perform a basic three-way match between:
• Purchase Orders
• Receipt Tickets
• Vendor Invoices
• Verify pricing accuracy and flag discrepancies for review
• Post approved accounts payable entries into QuickBooks Online

(This responsibility will be phased in over time with training and isnot expected during the initial months)

WHAT WE'RE LOOKING FOR

• Strong attention to detail and follow-through
• Comfort working with operational data, documents, and systems
• Ability to coordinate across teams and keep records accurate and up to date
• Experience with project administration, purchasing, or operations support is a plus
• Familiarity with tools like CRM systems, project management software, MS Teams/GSuite