Job Description

ROLE OVERVIEW

You will be responsible for driving both procurement excellence and smooth day-to-day operations, managing supplier sourcing and negotiations while ensuring efficient administrative and office support. From optimizing costs to coordinating internal logistics, you will play a key role in keeping the organization running seamlessly.

This role suits a proactive, resourceful individual who thrives in a fast-paced environment, takes ownership, and confidently balances multiple priorities across functions.

Key Responsibilities

1. Internal Procurement

• Execute sourcing and purchasing of internal items including hardware, software, uniforms, stationery, and office equipment.
• Identify and evaluate both local and overseas vendors, with strong capability to source from China (direct manufacturers, trade shows).
• Obtain competitive quotations, negotiate pricing, and manage vendor selection and onboarding.
• Coordinate with internal teams to understand requirements and delivery timelines.
• Maintain and update vendor records and basic performance tracking.

1. External / Commercial Procurement

• Process purchases from existing vendors in line with sales orders and business demand.
• Proactively source and onboard new vendors; coordinate product samples for evaluation.
• Assist in price negotiations and ensure cost-effective purchasing.
• Issue Purchase Orders (POs) and Delivery Orders (DOs) accurately and promptly.
• Chase and track shipments to ensure on-time delivery, especially under short-notice situations.
• Coordinate stock receiving and handover to the relevant team or warehouse.

1. Cross-Border Customs & Compliance

• Research and advise on customs regulations, import/export duties, and documentation requirements for shipping hardware to different countries (e.g., Philippines, Vietnam, Cambodia, Malaysia, etc.).
• Liaise with freight forwarders, customs brokers, and regulatory agencies across different entities.
• Ensure compliance with destination-country rules — HS codes, permits, certifications, tariff classifications.
• Prepare or verify shipping documentation including commercial invoices, packing lists, and certificates of origin.
• Stay updated on changes in trade regulations affecting cross-border hardware shipments.

1. Office & Facilities Management

• Oversee and support daily office operations including supplies, pantry, and facility maintenance coordination.
• Liaise with building management, office janitors, IT vendors, and other service providers.
• Monitor inventory of office consumables and arrange timely replenishment.
• Assist in workstation setups, office moves, or renovation tasks as needed.
• Manage and coordinate daily letterbox and office parcel collections.
• Assist visitors with form completion and ensure all administrative processes comply with ISO 27001 standards and internal policies.

1. Travel & Expense Management

• Arrange travel bookings (flights, hotels, ground transport) for staff and management.
• Prepare detailed travel itineraries and confirm all logistics in advance.
• Support expense claim processing and documentation checks in coordination with Finance.
• Maintain petty cash records with proper tracking.

1. HR Administration Support

• Assist in onboarding and offboarding processes, including workspace setup and asset coordination.
• Maintain employee records including leave trackers, attendance logs, and contact directories.
• Support internal activities, events, and communications.

1. Meeting Coordination & Scheduling

• Arrange meetings, manage calendars, and handle room bookings.
• Prepare meeting agendas, take meeting notes, and follow up on action items.
• Support management with diary management, follow-ups, and business correspondence.

1. Document & Cross-Functional Support

• Maintain organised filing systems (physical and digital) for procurement records, contracts, licences, and company documents.
• Coordinate with Finance for invoice processing, payment scheduling, and reconciliation support.
• Handle incoming and outgoing mail, couriers, and dispatch.
• Ensure proper documentation handling and adherence to information security and data protection standards (e.g., ISO 27001).
• Support ad-hoc tasks and special projects as assigned by management.

Job Requirements

REQUIREMENTS

• Diploma or Degree in Business Administration, Operations, or a related field.
• 1–2 years of relevant experience in procurement, administration, or operations support (fresh graduates with relevant internship experience may be considered).
• Strong negotiation and vendor management skills with a track record of cost savings.
• Exposure to import/export or logistics processes (especially across Southeast Asia) is an added advantage.
• Highly organised, able to multitask and handle urgent procurement needs under short notice.
• Proficient in MS Office and Google Workspace; familiarity with ERP or procurement systems is a plus.
• Mandarin Chinese proficiency is a strong advantage for supplier communication.

Skills