Admin/Procurement Officer at WW Luxury Apartments

Job Summary:

The Admin/Procurement Officer is responsible for managing administrative functions and overseeing the procurement processes within the organization. This role combine’s administrative support with the strategic sourcing of goods and services required for the efficient operation of the business. The ideal candidate will ensure compliance with procurement policies, maintain vendor relationships, and manage inventory effectively.

Key Responsibilities:

Administrative Responsibilities:

Office Management:

• Oversee day-to-day administrative operations to ensure efficient office functionality.
• Manage office supplies, ensuring adequate stock levels and timely replenishment.
• Coordinate and schedule meetings, appointments, and travel arrangements for staff.

Documentation and Record Keeping:

• Maintain organized records of all administrative documents, contracts, and procurement files.
• Prepare and distribute internal communications, reports, and presentations as needed.

Support for Management:

• Assist senior management with various administrative tasks and special projects.
• Serve as the point of contact for internal and external inquiries.

Procurement Responsibilities:

Vendor Management:

• Research and identify potential vendors for goods and services.
• Negotiate contracts, pricing, and terms with suppliers.
• Maintain and update a database of approved vendors and supplier performance records.

Purchasing:

• Process purchase orders and ensure timely delivery of goods and services.
• Monitor inventory levels and manage stock replenishment to avoid shortages or overstock situations.

Compliance and Reporting:

• Ensure procurement activities comply with organizational policies and regulations.
• Prepare procurement reports, analyzing spending patterns and providing insights for cost reduction.

Cost Management:

•  Assist in budget preparation and monitor expenditures to ensure cost-effectiveness.
•  Identify opportunities for cost savings and process improvements within the procurement function.

Cross-Department Collaboration:

• Collaborate with various departments to understand their procurement needs and ensure timely delivery of required resources.
• Provide guidance on procurement best practices and policies to internal stakeholders.

Qualifications:

• Bachelor’s degree in Business Administration, Supply Chain Management, or a related field.
• Proven experience in administrative support and procurement functions, preferably in a corporate or hospitality setting.
• Strong negotiation skills and experience managing vendor relationships.
• Proficiency in procurement software and MS Office Suite (Excel, Word, PowerPoint).
• Excellent organizational skills, attention to detail, and the ability to prioritize tasks effectively.
• Strong analytical and problem-solving skills, with the ability to make sound decisions.
• Effective communication and interpersonal skills.

Working Conditions:

The Admin/Procurement Officer typically works in an office environment but may occasionally require site visits to suppliers or vendors. The role may involve managing multiple priorities and deadlines.