Admin cum Purchaser Assistant

VOLTAIR PTE. LTD.; Singapore; On-site; SGD 2,800 - 3,600; Full time

Job summary

VOLTAIR PTE. LTD. is seeking a proactive Administrative and Purchasing Executive in Singapore. You will handle daily clerical tasks, manage supplier sourcing, issue PO, and coordinate with project teams to ensure timely material deliveries.

The role requires strong Excel/Word skills, good negotiation abilities, and the capacity to work independently while meeting deadlines. Experience in M&E or construction is advantageous.

Qualifications

• Proficient in MS Excel and Word
• Strong written and verbal communication
• Good negotiation and organisational skills
• Able to work independently and meet deadlines

Responsibilities

• Handle daily administrative and clerical tasks.
• Maintain filing and documentation, both physical and electronic.
• Handle incoming calls, emails and general enquiries.
• Prepare quotations, invoices, delivery orders and other documents.
• Maintain office supplies and arrange replenishment.
• Assist with data entry and preparation of reports.
• Provide general administrative support to management and other departments.
• Source suppliers and obtain quotations for materials, tools, equipment and office supplies.
• Compare prices, quality, lead times and payment terms.
• Prepare and issue Purchase Orders (PO).
• Follow up with suppliers on order status, delivery schedules and outstanding items.
• Coordinate with project teams and site supervisors to ensure materials are delivered on time.
• Verify supplier quotations, invoices and delivery orders against purchase orders.
• Maintain an updated supplier database and purchasing records.
• Monitor stock levels and arrange timely replenishment.
• Negotiate with suppliers for competitive pricing and better terms.
• Assist in resolving delivery discrepancies, defective items and supplier-related issues.
• Coordinate with Accounts, Project and Operations departments.
• Ensure purchasing documents are properly maintained for accounting purposes.
• Perform other ad hoc administrative and purchasing duties as assigned by management.

Skills

Microsoft Excel

Microsoft Word

Email communication

Negotiation

Organisational skills

Independent worker

Education

GCE O-Level or equivalent

Tools

Microsoft Word

Job description

ob Responsibilities

1. Administrative Duties

• * Handle daily administrative and clerical tasks.
• * Maintain proper filing and documentation, both physical and electronic.
• * Handle incoming calls, emails and general enquiries.
• * Prepare quotations, invoices, delivery orders and other documents when required.
• * Maintain office supplies and arrange replenishment when necessary.
• * Assist with data entry and preparation of reports.
• * Provide general administrative support to management and other departments.

2. Purchasing Duties

• * Source suppliers and obtain quotations for materials, tools, equipment and office supplies.
• * Compare prices, quality, delivery lead times and payment terms.
• * Prepare and issue Purchase Orders (PO).
• * Follow up with suppliers on order status, delivery schedules and outstanding items.
• * Coordinate with project teams and site supervisors to ensure materials are delivered on time.
• * Verify supplier quotations, invoices and delivery orders against purchase orders.
• * Maintain an updated supplier database and purchasing records.
• * Monitor stock levels and arrange timely replenishment.
• * Negotiate with suppliers for competitive pricing and better terms.
• * Assist in resolving delivery discrepancies, defective items and supplier-related issues.

3. General Duties

• * Coordinate with Accounts, Project and Operations departments.
• * Ensure purchasing documents are properly maintained for accounting purposes.
• * Perform other ad hoc administrative and purchasing duties as assigned by management.

Requirements

• * Minimum GCE O-Level or equivalent.
• * Relevant experience in administration and purchasing is an advantage.
• * Proficient in Microsoft Excel, Word and email communication.
• * Good communication, negotiation and organisational skills.
• * Able to work independently, manage multiple tasks and meet deadlines.
• * Experience in the M&E or construction industry is an advantage