Admin & Purchase Assistant

Job Title: Admin & Purchase Assistant

Department: Administration

Reports to: Factory Admin Manager

Position Overview The Admin & Purchase Assistant will support daily administrative operations and ensure smooth procurement processes within the organization. This role requires strong coordination skills, attention to detail, timely execution of tasks, and the ability to maintain accurate records and vendor relationships. The role contributes directly to operational efficiency by assisting in purchases, documentation, and general office administration.

What you will own and be responsible for:

1. Administrative Support

• Manage day-to-day office administration activities.
• Handle documentation, filing, mail, courier management, and record keeping.
• Coordinate with internal departments to facilitate administrative needs.
• Schedule meetings, maintain calendars, and support travel arrangements when needed.

2. Procurement & Purchase Coordination

• Assist in sourcing suppliers, collecting quotations, and preparing comparative statements.
• Raise purchase requests (PR) and purchase orders (PO) as per internal guidelines.
• Follow up on order fulfillment, delivery schedules, and invoice submission.
• Maintain updated vendor databases and price lists.

3. Inventory & Asset Management

• Track office supplies, stationery, and pantry items; ensure timely replenishment.
• Assist in maintaining records of company assets and equipment.
• Coordinate with vendors for maintenance, repairs, and service requirements.

4. Vendor Management

• Communicate with vendors regarding requirements, negotiation, orders, and deliveries.
• Ensure vendor compliance with timelines, quality standards, and documentation needs.
• Support vendor onboarding by collecting and verifying required documents.

5. Documentation & Compliance

• Maintain accurate and up-to-date administrative and purchase records.
• Assist in preparing reports for management review.
• Ensure adherence to procurement policies, approval workflows, and audit requirements.

6. Coordination & Support

• Support HR and Accounts teams with basic documentation, logistics, and coordination.
• Assist in organizing company events, meetings, facility arrangements, and office upkeep.
• Liaise with internal stakeholders to ensure smooth workflow and problem resolution.

• Manage day-to-day office administration activities.
• Handle documentation, filing, mail, courier management, and record keeping.
• Coordinate with internal departments to facilitate administrative needs.
• Schedule meetings, maintain calendars, and support travel arrangements when needed.
• Assist in sourcing suppliers, collecting quotations, and preparing comparative statements.
• Raise purchase requests (PR) and purchase orders (PO) as per internal guidelines.
• Follow up on order fulfillment, delivery schedules, and invoice submission.
• Maintain updated vendor databases and price lists.
• Track office supplies, stationery, and pantry items; ensure timely replenishment.
• Assist in maintaining records of company assets and equipment.
• Communicate with vendors regarding requirements, negotiation, orders, and deliveries.
• Ensure vendor compliance with timelines, quality standards, and documentation needs.
• Maintain accurate and up-to-date administrative and purchase records.
• Support HR and Accounts teams with basic documentation, logistics, and coordination.
• Assist in organizing company events, meetings, facility arrangements, and office upkeep.