PROCUREMENT

• Assist with completing administrative documents. 
• Compile cost analyses. 
• Research and source contractors for inclusion in the approved supplier list. 
• Compile and coordinate Vendor Application documents for legal and management approval. 
• Compile and coordinate procurement order documentation. 
• Ensure all quotes have been calculated correctly by the service provider. 
• Save all email correspondence and documents to the shared drive in the relevant folders. 
• Compile and coordinate payment packs (including tenant installation (TI) payment packs) and ensure that supporting documents are attached for approvals and payment submission. 
• Follow up on outstanding procurement orders for work to commence onsite. 
• Follow-up on onsite work completion with operations managers to close open orders. 
• Ensure compliance with the Procurement Policy at every stage of the process. 
• Check the Procurement Inbox regularly throughout the day and respond to urgent or emergency requests within 24 hours. 
• Draw up cost comparison reports in Excel for orders with multiple quotations 
• Utilise Excel templates for reconciling payments where the order has deposits and part-payments. 

MANAGEMENT OF THE BUILDING ASSET MANAGEMENT PORTAL 

• Verifying certificates after they have been loaded. 

GENERAL OPERATIONS 

• Assist the Operations Managers as required. 
• Organize files both manually and electronically for all operational areas of the business. 
• Provide operational reports as instructed. 
• Assist the operations team administratively, where required. 
• Provide guidance to other departments on operations related documents. 

Qualifications & Experience Required 

• Excellent English language skills (speak, read and write). 
• Strong administration skills and proven ability to work with electronic paper-trails. 
• The ability to read thoroughly, comprehend content, apply logic and action accordingly. 
• Self-driven work ethic. 
• Attention to detail is essential. 
• Strong organisation skills. 
• The ability to adhere to and be the custodian of the relevant company processes/policies. 
• Able to work in a team within the department as well as the wider organisation.
• MS Outlook essential. The candidate must be able to manage their own and the department Inboxes efficiently. 
• The candidate must have a good grasp of email and telephone etiquette and maintain professionalism in communication on all platforms. 
• Good working knowledge of MS Excel, and MS Word.