Purchaser cum Project Administrator

HEPTACON CONSTRUCTION PTE. LTD.; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A construction company in Singapore seeks a candidate for a role focused on procurement management and project administration. Responsibilities include managing procurement processes, maintaining project documentation, tracking project progress, and liaising with vendors. Ideal for individuals with strong organizational skills and experience in project management.

Responsibilities

• Manage the procurement process for all projects.
• Prepare and manage project-related documents.
• Assist in tracking project progress and milestones.
• Liaise with vendors and subcontractors for timely deliveries.
• Maintain organized records of project documentation.

Job description

Core Responsibilities:

Purchasing Management:

• Manage, plan and monitor the procurement process for all projects, ensuring adherence to established procedures and policies.
• Understand and evaluate procurement between different alternatives in terms of cost, quality, durability and environmental aspects.
• Source and purchase of materials in order to obtain best cost, on time delivery and acceptable standards.
• Establish and maintain a database of purchasing cost information for reference and analysis.
• Prepare and issue purchase orders, and other project‑related documents as necessary, ensuring accuracy and compliance with project requirements and contractual obligations.
• Provides procurement reports for projects, highlighting key metrics and insights.
• Collaborate and communicate with logistics personnel, customer service representatives, service providers, and others involved in the shipment and receipt of products.
• Collaborate with managers, quantity surveyors, and other stakeholders to coordinate project activities effectively.

Project Administration:

• Prepare, file and manage project‑related document such as contracts, purchase orders and other related reports.
• Schedule and organize meetings, including project team meetings, client meetings and subcontractor meetings. Prepare meeting agendas and minutes.
• Assist in tracking the progress of the project, ensuring that milestones, deadlines, and deliverables are met according to the project plan.
• Handle the submission of documents and ensure timely responses from all parties.
• Assist with the closeout process and ensure all administrative aspects are complete.
• Serve as a point of contact for internal team members, facilitating communication between project managers and other project staff.
• Maintain open lines of communication with clients to provide project updates, address inquiries and ensure client satisfaction.
• Liaise with vendors, subcontractors and suppliers, ensuring that materials are delivered on time and all necessary paperwork is completed.
• Assist in managing project‑related financial transactions, including processing invoices, tracking payments to vendors and subcontractors and maintaining records of expenses.
• Keep organized records of all project‑related documentation physical or digital for easy access and retrieval.
• Maintain and track project contracts and amendments, ensuring compliance with the terms and conditions.
• Maintain and update project as well as vendor files (both digital and hardcopy).
• Assist in data entry for accounts, including recording supplier invoices.
• Check invoice details against purchase orders and delivery orders.
• Assist in general administrative duties such as filing, scanning, documentation and record maintenance.
• Perform any other administrative, accounting or project related tasks as assigned by the management.