Administrative Specialist

The Administrative Specialist will be responsible for managing various administrative tasks and, more importantly, overseeing the procurement process to secure goods and services at competitive prices. The successful applicant will contribute to the company's overall success by maintaining a well-organized office and ensuring the implementation of an efficient and streamlined procurement processes.

Responsibilities and Duties :

A. General Administration Functions

Oversee general administrative tasks, including answering phone calls, managing emails and attending to guests.

Ensure availability of office supplies and equipment, supervise order replacements as needed, and ensure that the office is well-organized.

Assist with scheduling meetings, coordinating appointments, and managing calendars and meeting rooms.

Lead in the preparation and distribution of internal and external correspondence, reports, and documents.

Organize and maintain company records, both in soft copy and hard copy form.

Coordinate and assist in planning company events and gatherings.

Perform other task related to General Administration that may be assigned by the immediate superior from time to time.

B. Buyer Functions

Lead in the development and implementation of effective procurement strategies and policies to optimize sourcing and purchasing processes.

Identify reliable suppliers, negotiate contracts, and manage vendor relationships to ensure the quality and cost-effectiveness of goods and services.

Evaluate supplier performance, quality, and delivery lead times and implement improvements as necessary or in a timely manner (quarterly, annually, others).

Maintain a well-organized database of supplier information, contracts, and pricing agreements.

Collaborate with various departments to understand their procurement needs and develop procurement plans to meet those needs.

Analyze market trends and pricing and effectively recommend adjustments to procurement strategies.

Ensure compliance with company procurement policies and relevant laws and regulations.

Prepare and process canvassing sheets, purchase orders, track deliveries, and manage inventory levels.

Assist in cost analysis and budget management for procurement-related expenses.

C. Perform other task / s as assigned.

Qualifications :

Bachelor's degree in business administration, Supply Chain Management, or a related field is preferred.

At least 3 of years proven experience in both general administration and procurement / buying roles.

Proficiency in using office software, including Microsoft Office Suite and / or procurement software.

Knowledge of procurement best practices, negotiation skills, and vendor management.

Familiarity with relevant laws and regulations in procurement.

Strong organizational and multitasking skills.

Excellent communication and interpersonal skills.

Adaptability and problem-solving skills to handle unexpected situations.

Ability to work independently and as part of a team.