We are seeking a highly organized and proactive Administrative Assistant to provide comprehensive support in both procurement and project management functions. The ideal candidate will possess strong administrative skills, exceptional attention to detail, and the ability to multitask effectively in a fast-paced environment. This role will involve coordinating procurement activities, assisting with project planning and execution, and ensuring seamless administrative support to enhance the efficiency of our procurement and project management teams.
Responsibilities:
Procurement Support:
Assist in the procurement process by researching vendors, obtaining quotes, and preparing purchase orders.
Maintain accurate records of procurement transactions, including contracts, purchase orders, and invoices.
Coordinate with vendors to ensure timely delivery of goods and services, and resolve any issues or discrepancies that may arise.
Assist in vendor selection and evaluation processes, including conducting supplier assessments and maintaining supplier databases.
Monitor inventory levels and assist in managing procurement budgets.
Project Management Support:
Provide administrative support to project managers in planning, organizing, and executing project activities.
Assist in creating project timelines, schedules, and budgets, and track progress against milestones.
Coordinate meetings, conference calls, and appointments related to project activities, and prepare meeting agendas and minutes.
Assist in compiling project documentation, reports, and presentations, and ensure they are accurate and up-to-date.
Attend meetings related to software configuration by business teams and compile minutes to support documentation of issues, decisions, next steps, discussion points, etc.
Collaborate with cross-functional teams to facilitate communication and ensure alignment on project objectives and deliverables.
Administrative Assistance:
Manage calendars, schedule appointments, and coordinate travel arrangements for procurement and project management teams.
Prepare and maintain documents, spreadsheets, and databases relevant to procurement and project management activities.
Handle incoming correspondence, emails, and phone calls, and route them appropriately.
Assist in organizing and maintaining filing systems, both electronic and physical, to ensure easy retrieval of documents.
Undertake ad-hoc administrative tasks and projects as assigned by supervisors.
Requirements:
Proven experience as an administrative assistant or similar role, preferably in procurement or project management.
Strong organizational skills with the ability to prioritize tasks and meet deadlines.
Excellent attention to detail and accuracy in data entry and record-keeping.
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other relevant software applications.
Effective communication skills, both written and verbal, with the ability to interact professionally with internal and external stakeholders.
Ability to work independently with minimal supervision and as part of a team.
Bachelor's degree in business administration, supply chain management, or related field is preferred.