Purchaser cum Project Administrator

Private Advertiser; Singapore; On-site; SGD 60,000 - 80,000; Full time

Job summary

A leading firm in procurement management based in Singapore is looking for a skilled individual to manage procurement processes and oversee project administration tasks. The successful candidate will ensure adherence to established procedures, prepare necessary project documentation, and collaborate with various stakeholders to guarantee timely project delivery. Strong organizational skills and attention to detail are essential. The role requires communication between internal teams and clients to ensure satisfaction and project success.

Responsibilities

• Manage, plan, and monitor the procurement process for all projects.
• Understand and evaluate procurement alternatives regarding cost and quality.
• Prepare and issue purchase orders, ensuring compliance with project requirements.
• Collaborate with managers and other stakeholders to coordinate project activities.
• Maintain organized records of all project-related documentation.

Job description

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.