Purchaser cum Project Administrator

2 weeks ago

Singapore HEPTACON CONSTRUCTION PTE. LTD. Full time $40,000 - $80,000 per year

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.

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