Procurement Administrator

Job Description

The Procurement Administrator is responsible for supporting the day-to-day procurement operations by coordinating purchasing activities and maintaining accurate records. This role requires a detail-oriented and proactive individual capable of managing multiple administrative tasks efficiently while working closely with internal departments and external suppliers to ensure smooth, cost-effective procurement processes.

Responsibilities:

• Liaise with internal stakeholders and maintain regular communication with suppliers.
• Track the status of open orders and coordinate with relevant stakeholders to ensure timely closure.
• Maintain accurate and up-to-date procurement records, including supplier databases and pricing information.
• Source quotations and issue purchase orders (POs).
• Coordinate with suppliers, manage vendor registration processes, and ensure compliance with internal policies.
• Manage supplier relationships, monitor performance, and maintain accurate documentation.
• Maintain and regularly update the approved vendors list.
• Oversee the Non-Disclosure Agreement (NDA) process with vendors.
• Maintain and track contracts, agreements, and associated documentation.
• Liaise with internal departments and suppliers to ensure contract requirements are met.
• Prepare and maintain procurement-related documents such as Requests for Proposals (RFPs), Requests for Quotations (RFQs), and supplier quotations.
• Ensure adherence to procurement policies, procedures, and relevant regulations.

Experience, Education and Skills

• 2 to 5 years experience in procurement and administrative roles in the Real Estate sector, including the handling of daily purchase requisitions (PRs) and POs, data entry, document management, and record-keeping.

• A diploma or bachelors degree in Computer Science/IT, Business Administration, or a related field is preferred.

• Exceptional attention to detail and strong organisational skills.
• Excellent verbal and written communication and interpersonal skills.
• Proficiency in Microsoft Office applications, especially Excel, Word, and PowerPoint.
• Familiarity with procurement systems such as Microsoft Dynamics, SAP, Oracle, or other e-procurement platforms.
• Ability to manage multiple tasks independently and meet deadlines in a dynamic work environment.
• Competence in analysing data, tracking procurement metrics, and generating reports.