Administrative and Purchasing Assistant

Job Description

Administrative and Purchasing Assistant |

The Tone:
This is a full-time role at [Company], where you will be instrumental in ensuring the smooth functioning of daily operations. You will provide critical support across financial, logistical, and administrative areas, making a direct impact on the efficiency and organization of our internal processes. We are seeking a proactive and detail-oriented individual capable of managing multiple tasks efficiently and contributing to the overall success of the team.

The TL;DR
• Role: Full Time
• Type: Full-time
• Location: In-person
• Mission: To ensure the smooth operation of daily activities by providing crucial support in financial, logistical, and administrative management.
• Tech Stack: Excel, Office Suite

What You’ll Actually Do
• Cash Management: Manage and rigorously control petty cash expenses, ensuring accurate record-keeping, periodic reconciliation, and strict compliance with internal spending policies.
• Supply Management: Coordinate and manage the procurement process for office materials, equipment, and other necessary resources, from identifying needs and requesting quotes to receiving items and controlling inventory.
• Procurement & Vendor Payments: Administer the complete purchasing cycle, including requesting quotations, negotiating with suppliers, issuing purchase orders, tracking deliveries, and processing timely and accurate payments to vendors.
• Vehicle & Insurance Management: Handle the processing and renewal of vehicle registrations and manage insurance claims for accidents or damages, ensuring regulatory compliance and efficient case resolution.
• Reporting: Prepare regular and detailed reports and summaries on activities such as petty cash status, purchase management, and expense control, providing clear and timely information for decision-making.

The Must-Haves
• Background: Previous experience in administrative, accounting, or purchasing roles.
• Experience: Prior professional experience demonstrating the ability to manage financial, logistical, and administrative tasks effectively.
• Skills: Proficiency in office tools (especially Excel), excellent communication and negotiation abilities, strong organizational skills, proactivity, and keen attention to detail.