Purchasing Administrative Assistant

**Key Responsibilities**

**Procurement & Vendor Management**
- Source, compare, and recommend vendors for services/products (household, office, hospitality, education, wellness, etc.); obtain competitive quotations where applicable.
- Run cost comparisons/TCO (Total Cost of Ownership) and prepare justification notes; maintain a preferred supplier list, rate cards, and SLAs.
- Conduct basic vendor onboarding and track performance/renewals.
- Execute approved purchases across daily consumables to large furniture/equipment; accompany CEOT or delegate for key purchases.

**Finance, Controls & Records**
- Raise/track requests, approvals, POs, GRNs; verify invoices, delivery orders, and receipts in our internal system; liaise with Finance/AP on payments
- Petty cash administration (no cash handling): track requests and approvals, collect and file receipts/supporting documents, and prepare the month-end reconciliation pack and summary tables for CEOT/EAO/Household; liaise with Finance/AP on disbursements.
- Maintain an asset register (tagging, warranties, service contracts) and, with Household Tem, maintain an inventory tracker (household/office supplies) with par levels and assist with reorder points.
- Ensure audit-ready documentation and compliance with policies and approval limits.

**Facilities, Maintenance & HSE (Health, Safety & Environment)**
- Coordinate preventive/corrective maintenance for assets (e.g., copiers, appliances, furniture), schedule access, and arranges for supervision of vendors onsite.
- Keep HSE basics in check (contractor sign-ins, risk awareness, incident log) and support insurance claims for property/asset incidents.

**Fleet & Transport Administration**
- Support fleet admin: registration/insurance/road-tax & inspection reminders, service bookings, fuel/parking cards, and logbooks.
- Double-check driver maintenance records and escalate discrepancies; manage spare keys and vehicle documents custody.

**People, Travel & Events Support**
- Prepare forms/contracts (e.g., driver hiring, car rental, helper checks); assist with onboarding/offboarding checklists and file custody.
- Small household events: Coordinate arrangements and (vendor quotes, supplies, setup).
- Draft/translate simple templates in English/Chinese as needed.

**Service & Continuous Improvement**
- Provide responsive support to CEOT/Household/Executive Assistant Office
- Maintain SOPs, checklists, and templates; propose process and cost improvements; keep calendars for renewals and maintenance windows.

**Requirements**:

- **Experience**:2-4 years in purchasing/operations/admin; household/family office or hospitality/facilities exposure is a plus.
- **Education**:Diploma or above preferred.
- **Technical**:Comfortable with Microsoft suite; able to build clear comparison tables, trackers, and dashboards.
- **Purchasing Fundamentals**:Vendor sourcing, negotiation basics, TCO/cost comparison, approvals, and record control.
- **Finance & Controls**:Petty cash reconciliation, invoice/PO matching, asset/inventory tracking; audit-ready documentation.
- **Coordination**:Vendor supervision onsite, scheduling, follow-through across multiple stakeholders.
- **Communication**:Clear written/spoken English & Chinese for vendors and household staff.
- **Discretion & Integrity**:Handles confidential information professionally; high service orientation and reliability.
- **Nice-to-Have**:Basic HSE awareness; fleet admin familiarity; exposure to insurance/claims; simple contract/template drafting.