Procurement & Office Administrator

5 days ago

Singapore COVAL TECHNOLOGIES PTE. LTD. Full time

**Position Summary**:
The Procurement and Office Administrator plays a pivotal dual role in managing the day-to-day operations of the office and coordinating procurement processes across departments including Sales, R&D, and Production. This role ensures smooth facility operations, effective supplier relationships, and timely procurement and delivery of materials critical to business continuity and production planning.

**Key Responsibilities**:

- Oversee general office upkeep, cleanliness, and functionality.
- Manage facility maintenance and servicing schedules.
- Maintain stock of stationery and office consumables.
- Coordinate with vendors for repairs, services, and supply contracts.
- Request, review, analyse supplier quotations, negotiate and prepare cost analysis / tabulation to achieve cost savings and operational/ efficiency.
- Purchase R&D lab consumables and production consumables/equipment.
- Raise and manage purchase orders with key suppliers and ensure timely delivery according to project or operational requirements.
- Maintain materials inventory to support upcoming production builds.
- Provide support to Coval’s Abu Dhabi office.
- Prepare and issue Delivery Notes (DN) and request Goods Receipt Notes (GRN).
- Confirm quantity/specification of received goods.
- Purchase and manage production packaging materials.
- Coordinate label printing and verification.
- Issue and track 'Samples Product Request' forms in coordination with Sales or R&D teams.
- Receive Sales POs and issue tax invoices accordingly.
- Issue DN for local customers collecting products from Coval office.
- Check courier charges and seek Sales approval before arranging sample shipments.
- Arrange sample deliveries to customers using FedEx, including documents such as CIPL, MSDS, and DGD to be prepared and attached.
- Communicate shipment updates to customers and monitor delivery status until receipt.
- Print sales materials such as brochures, product labels, posters, etc.
- Coordinate local deliveries via Lalamove.

**Qualifications**:

- Diploma or equivalent in Business Administration, Procurement, Logistics, or related discipline.
- Minimum 2-3 years of relevant experience.
- Familiarity with supply chain and logistics workflows.

**Skills and Competencies**:

- Attention to detail and documentation accuracy.
- Strong organizational and planning abilities.
- Effective communication and negotiation skills.
- Proficiency in Microsoft Office (Excel, Word).
- Experience with procurement/inventory systems preferred.
- Collaborative and team-oriented mindset.

**Working Conditions**:
Office-based role with coordination responsibilities across warehouse, suppliers, and internal departments. Occasional material inspections or interaction with logistics providers may be required.

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