Procurement and Admin Assistant

SUMMARY:
📌 Vacancy: Senior Procurement & Admin Assistant – Aviation Industry
We are a fast-paced Aviation company seeking a highly organized and motivated Senior Procurement and Admin Assistant to join our team. The ideal candidate should be able to multi-task, work well under pressure, and operate both independently and as part of a team.
Experience in the Aviation sector will be an advantage, but we also welcome applications from candidates with proven Procurement and Administrative experience in other industries.

POSITION INFO:
Key Responsibilities
Procurement & Orders

• Confirm stock availability and place orders via email/WhatsApp.
• Diarize order details, coordinate collections/deliveries, and provide daily updates to drivers.
• Generate quotations/proformas, hand over for payment, and follow up on payment status.
• Track orders, lead times, and liaise with suppliers/drivers.
• Perform stock comparisons, resolve discrepancies, and ensure proper documentation.
• Conduct supplier price comparisons and source materials as requested.
• Capture product information (tax invoices, CRMAs, Burn Certificates) for certification purposes.
• Handle courier bookings and manage consumables/equipment servicing schedules.

• Administer and record leave forms, clock-in reports, and timesheets.
• Complete and capture overtime calculations.
• Resolve queries related to timesheets and leave.
• Generate monthly timesheet spreadsheets and maintain filing systems.

• Process uniform orders for staff (capturing, ordering, tracking, and distributing).
• Verify artwork, quotations, and invoices before processing payments.
• Sort and distribute uniforms to employees with proper documentation.

• Assist with visitors and calls in the absence of the receptionist.
• Support personnel with stationery and administrative needs when required.
• File and maintain all procurement, HR, and operational records accurately.

• Proven experience in procurement and administration (aviation background beneficial but not essential).
• Strong attention to detail with excellent organizational skills.
• Ability to multi-task and remain calm under pressure.
• Team player with strong interpersonal skills and self-motivation.
• Proficient in MS Office (Word, Excel, Outlook).