Administration & Procurement Coordinator

Job Overview

We are seeking a skilled Administration & Procurement Coordinator to handle daily administrative duties alongside procurement, sales support, supplier communications, and project-related activities. Candidates ideally possess practical experience with SAP, particularly in managing Purchase Orders, Sales Orders, supplier quotations, procurement coordination, delivery documentation, and general administrative tasks. Prior experience in sectors such as trading, construction, engineering, MEP, logistics, supply chain, or project-driven companies is advantageous.

Primary Responsibilities

• Efficiently manage and prioritize daily administrative workload to meet deadlines.
• Create, process, and track Purchase Orders (PO) and Sales Orders (SO) via SAP.
• Assist procurement processes by sourcing, comparing, and evaluating supplier quotations.
• Liaise with suppliers to discuss quotations, POs, product availability, order statuses, and delivery timings.
• Ensure punctual delivery of goods and services through consistent follow-ups with suppliers.
• Draft client quotations, commercial proposals, and associated documentation.
• Handle preparation and administration of Delivery Notes and delivery schedules.
• Maintain meticulous records of Purchase Orders, Sales Orders, quotations, invoices, delivery papers, supplier details, and correspondence.
• Professionally respond to customer inquiries through telephone and email promptly.
• Collaborate closely with Sales, Procurement, Finance, Warehouse, Logistics, and Project departments.
• Monitor outstanding purchase orders, sales orders, quotations, and deliveries.
• Provide administrative and operational assistance to both departmental and project teams.
• Keep documentation accurate and update SAP and other internal systems accordingly.
• Compile reports, spreadsheets, correspondence, and other required administrative paperwork.

Required Qualifications and Skills

• Between 3 to 5 years’ experience in Administration, Procurement, Purchasing, Sales Administration, Sales Support, Logistics, or Supply Chain.
• Proven hands-on experience working with SAP, particularly in processing Purchase and Sales Orders.
• Solid knowledge of procurement and purchasing procedures.
• Familiarity with sourcing and evaluating supplier quotations.
• Strong coordination skills with suppliers, customers, vendors, and internal teams.
• Proficiency in Microsoft Excel, Word, and Outlook.
• Excellent written and verbal communication capabilities.
• Exceptional organizational skills and ability to manage multiple tasks simultaneously.
• High attention to detail and accuracy in documentation.
• Ability to work independently as well as collaboratively within teams.

Preferred Experience

• Experience in SAP ERP modules related to procurement and sales.
• Background in vendor and supplier management, procurement and sales support, logistics coordination, and project-related operations.
• Familiarity with preparation of quotations, order processing, delivery coordination, inventory management, and document control.
• Industry exposure in trading, construction, engineering, MEP, manufacturing, logistics, supply chain, or project-based environments.