Job Description
The Office and Procurement Administrator supports the Managing Director with day-to-day admin and office tasks. This role helps keep the office running smoothly by staying on top of records, communication, and customer messages. You’ll also help with basic procurement tasks when needed. Your support gives the Managing Director more time to focus on growth and long-term plans.
Key Responsibilities
1. Office Administration and Executive Support
- Answer and direct incoming calls, emails, and general messages quickly and professionally.
- Set up meetings, appointments, and travel plans for the Managing Director.
- Put together meeting agendas, take minutes, and prepare supporting documents as needed.
- Keep the office organized and running well, including supplies, equipment, and facilities.
2. Document Management
- Store and manage company and project files on approved platforms for quick access (such as SharePoint, Teams, or other systems).
- File documents correctly, label them clearly, and keep versions up to date for approved users.
- Help format, prepare, and share reports, presentations, and internal documents.
3. Stakeholder Coordination
- Act as the main contact for internal and external requests.
- Track customer questions, requests, and complaints, then follow up and escalate when required.
- Share key updates and messages with staff, customers, and other contacts.
- Support good working relationships with suppliers, partners, and clients.
Procurement and Operational Support
- Request and compare quotes from suppliers and service providers.
- Help with procurement admin tasks such as purchase orders, supplier paperwork, and delivery follow-ups.
- Keep supplier lists, contracts, and procurement records organized and easy to find.
Competencies and Skills
- Strong spoken and written communication.
- Great time management and organization skills.
- Careful attention to detail and a hands-on work style.
- Able to handle confidential information with care.
- Friendly, customer-focused approach with strong people skills.
- Comfortable using Microsoft Office (Word, Excel, PowerPoint) and digital filing tools.
Qualifications and Experience
- Minimum requirement: Diploma in Office Administration, Business Administration, or a related field.
- 2 to 4 years of experience in office administration or executive support.
- Procurement admin experience is a plus.
- Experience supporting senior leaders or working in a multinational setting is also helpful.