Procurement & Office Administrator

COVAL TECHNOLOGIES PTE. LTD.; Singapore; On-site; SGD 40,000 - 60,000; Full time

Job summary

A leading technology company in Singapore is seeking a Procurement and Office Administrator to manage day-to-day office operations and procurement processes. The ideal candidate will have a diploma in business or related fields and at least 2–3 years of experience. Responsibilities include managing facility upkeep, coordinating with suppliers, and ensuring timely procurement for the company. This position requires strong organizational skills and proficiency in Microsoft Office.

Qualifications

• Minimum 2–3 years of relevant experience.
• Familiarity with supply chain and logistics workflows.

Responsibilities

• Oversee general office upkeep, cleanliness, and functionality.
• Manage facility maintenance and servicing schedules.
• Request, review, analyze supplier quotations for cost savings.
• Source and procure materials for Sales and R&D.
• Raise and manage purchase orders with key suppliers.

Skills

Attention to detail and documentation accuracy

Strong organizational and planning abilities

Effective communication and negotiation skills

Proficiency in Microsoft Office (Excel, Word)

Collaborative and team-oriented mindset

Education

Diploma or equivalent in Business Administration, Procurement, Logistics

Tools

Procurement/inventory systems

Job description

Position Summary

The Procurement and Office Administrator plays a pivotal dual role in managing the day-to-day operations of the office and coordinating procurement processes across departments including Sales, R&D, and Production. This role ensures smooth facility operations, effective supplier relationships, and timely procurement and delivery of materials critical to business continuity and production planning.

Key Responsibilities

• Oversee general office upkeep, cleanliness, and functionality.

• Manage facility maintenance and servicing schedules.

• Maintain stock of stationery and office consumables.

• Coordinate with vendors for repairs, services, and supply contracts.

• Request, review, analyse supplier quotations, negotiate and prepare cost analysis / tabulation to achieve cost savings and operational/ efficiency.

• Source and procure materials requested by Sales for site applications.

• Purchase R&D lab consumables and production consumables/equipment.

• Raise and manage purchase orders with key suppliers and ensure timely delivery according to project or operational requirements.

• Maintain materials inventory to support upcoming production builds.

• Provide support to Coval’s Abu Dhabi office.

• Prepare and issue Delivery Notes (DN) and request Goods Receipt Notes (GRN).

• Confirm quantity/specification of received goods.

• Purchase and manage production packaging materials.

• Coordinate label printing and verification.

• Issue and track 'Samples Product Request' forms in coordination with Sales or R&D teams.

• Receive Sales POs and issue tax invoices accordingly.

• Issue DN for local customers collecting products from Coval office.

• Check courier charges and seek Sales approval before arranging sample shipments.

• Arrange sample deliveries to customers using FedEx, including documents such as CIPL, MSDS, and DGD to be prepared and attached.

• Communicate shipment updates to customers and monitor delivery status until receipt.

• Print sales materials such as brochures, product labels, posters, etc.

• Coordinate local deliveries via Lalamove.

Qualifications

• Diploma or equivalent in Business Administration, Procurement, Logistics, or related discipline.

• Minimum 2–3 years of relevant experience.

• Familiarity with supply chain and logistics workflows.

Skills and Competencies

• Attention to detail and documentation accuracy.

• Strong organizational and planning abilities.

• Effective communication and negotiation skills.

• Proficiency in Microsoft Office (Excel, Word).

• Experience with procurement/inventory systems preferred.

• Collaborative and team-oriented mindset.

Working Conditions

Office-based role with coordination responsibilities across warehouse, suppliers, and internal departments. Occasional material inspections or interaction with logistics providers may be required.