Procurement & Administration Professional

We are seeking an experienced and highly organized professional to oversee the company's procurement processes while ensuring the smooth operation of administrative functions.

The ideal candidate will manage purchasing, supply chain logistics, and vendor relationships, 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.

• Lead and manage the end-to-end procurement cycle, including supplier needs identification, 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 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 legal regulations and ethical standards in all procurement processes.
• Track procurement performance through key metrics and reports, presenting findings to senior management.

• Supervise and streamline all office management activities, ensuring a well-maintained, organized, and efficient office environment.
• 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 alignment 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.

• Prepare and submit fire safety plans to relevant authorities 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 guidelines and regulations.
• Follow up on submission status, resubmissions, or clarifications.
• Arrange for and attend joint inspections or site visits 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.

• 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.
• Proficiency in MS Office Suite and procurement software.
• 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.

• 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.