Procurement/Administrative & Submissions Specialist

Roles & Responsibilities

We are seeking an experienced and highly organized Procurement/Administrative & Submissions Specialist to oversee and coordinate procurement processes while ensuring the smooth operation of the company's administrative functions.

The ideal candidate will manage purchasing, supply chain logistics, and vendor relationships, while also providing strategic leadership in administration, office management, and business operations.

The role requires advanced multi-tasking abilities, exceptional problem-solving skills, and the ability to handle sensitive information with discretion.

Key Responsibilities:

Procurement Specialist Duties:

• Lead and manage the end-to-end procurement cycle, including the identification of supplier needs, tendering, vendor selection, and final contract negotiation.
• Develop and maintain long-term relationships with key suppliers and service providers to ensure high-quality, cost-effective purchases.
• Oversee the preparation and execution of purchase orders, ensuring timely and accurate delivery of goods and services.
• Monitor inventory levels and ensure procurement aligns with organizational needs, preventing both shortages and overstock.
• Collaborate with departments to identify sourcing needs, analyze market trends, and implement best practices for purchasing and vendor management.
• Conduct cost and price analysis to drive savings and improve purchasing strategies.
• Ensure compliance with company policies, legal regulations, and ethical standards in all procurement processes.
• Track procurement performance through key metrics and reports, presenting findings to senior management.

Administrative Specialist Duties:

• Supervise and streamline all office management activities, ensuring the office environment is well-maintained, organized, and efficient.
• Coordinate schedules, meetings, and travel arrangements for senior management and staff, ensuring all logistics are handled smoothly.
• Handle office budgeting and expense reporting, overseeing invoices, accounts payable, and ensuring cost-effectiveness in all office operations.
• Maintain and improve office policies and procedures, ensuring they are aligned with company objectives and industry standards.
• Manage facilities, equipment, and supplies to ensure that staff have everything they need to operate effectively.
• Oversee the administration of employee records, leave management, payroll coordination, and office communications.
• Lead the administrative support team, providing guidance, training, and performance reviews.
• Organize company events, meetings, and seminars, coordinating resources, accommodations, and logistics as required.

Fire Safety Submissions Specialist:

• Prepare and submit fire safety plans to the SCDF for Temporary Fire Permit (TFP), Fire Safety Certificate (FSC), and other required approvals.
• Coordinate with Qualified Persons (QPs), architects, consultants, and contractors to compile required documents.
• Ensure all submissions comply with the latest Singapore Fire Code and SCDF guidelines.
• Follow up with SCDF on the status of submissions, resubmissions, or clarifications.
• Arrange for and attend joint inspections or site visits with SCDF officers as required.
• Maintain accurate documentation and filing of all correspondence and approval records.
• Monitor submission timelines to meet project milestones and statutory deadlines.
• Liaise with internal project teams to update progress and flag submission-related risks.

Skills & Qualifications:

• Diploma in Building Construction Management, Supply Chain Management, or related field (or equivalent work experience).
• At least 2-3 years of experience in both procurement and administrative management.
• In-depth knowledge of procurement processes, vendor management, contract negotiation, and supply chain principles.
• Strong experience in office administration, including budgeting, scheduling, and facilities management.
• Excellent organizational, leadership, and interpersonal skills with the ability to manage multiple priorities.
• Proficienc in MS Office Suite and procurement software (e.g., SAP, Oracle, etc.).
• Ability to analyze and solve problems proactively and with a high level of detail.
• Strong communication skills, both written and verbal, with the ability to interact with various stakeholders and senior leadership.
• Ability to work independently and collaboratively in a fast-paced environment.

Working Conditions:

• Full-time position with standard business hours, though flexibility may be required based on workload and project demands.
• Frequent travel for site visits or vendor meetings may be necessary.
• Fast-paced work environment requiring the ability to handle competing priorities and tight deadlines. Comfortable with matrix reporting.

Preferred Qualifications:

• Certification in procurement (e.g., CPSM, CIPS) or administrative management.
• Experience working in a multinational or complex organizational setting.
• Familiarity with legal and regulatory compliance related to procurement and administration.
• Familiarity in SCDF submissions, architectural coordination, or fire safet compliance.
• Familiarity with SCDF's e-Submission platform (CORENET) and relevant regulatory frameworks.

By submitting any application or résumé to us, you will be deemed to have agreed and consented to us disclosing your personal information to prospective employers for their consideration.

We regret to inform you that only shortlisted candidates will be notified. All applications will be treated with the strictest confidence.

Tell employers what skills you have

Fire Safety
Vendor Relationships
Interpersonal Skills
Release Management
Inventory
Supply Chain
Purchasing
Procurement
SAP
Administrative Support
Budgeting
Administrative Management
Management Contract
Professional Services
Sourcing
Organizational Leadership

---