Procurement Secretary

Our client, a well-established local importer and distributor, is looking to recruit a Procurement Secretary to join their growing team. Reporting to the Procurement Manager, the chosen candidate will: 

• Act as the primary point of contact between different teams within the office, ensuring smooth communication and collaboration;
• Facilitate coordination between the sales team, warehouse team, and other departments to ensure that client requirements are met accurately and on time;
• Allocate and prioritize tasks to ensure that all stakeholders' needs are addressed promptly, and deadlines are met;
• Address client queries through email and phone, ensuring professional and timely communication;
• Work closely with clients to understand their needs and ensure these are communicated effectively to the relevant teams;
• Oversee the processing of all orders, ensuring they are accurately converted into purchase orders;
• Collaborate with the warehouse and sales teams to track the status of orders and ensure timely delivery;
• Assist team members in answering phones and handling client inquiries as needed.
• Provide support to colleagues and management by preparing and sharing relevant information related to purchases and orders;
• Implement self-monitoring practices to minimize errors and ensure accuracy throughout the workflow;
• Conduct double-checks at each stage of the process to maintain high standards of quality;
• Prepare and present information related to purchases and orders for management review;
• Provide input to management on process improvements, client feedback, and operational challenges.

Requirements

• A natural ability to be diligent and with a keen eye for detail.
• Well developed telephone skills and a competent grasp of both English
• Well developed team and collaborative work sharing skills.

Education and Experience

• Strong proficiency in the use of software such as Outlook, Excel, ERP software etc
• Previous Administration experience and/or an understanding of process flows related to the generation of purchase orders, orders incoming from clients, and the subsequent logistics of shipment and delivery. is given preference.

Job Reference: ZE292