Role Overview TalentsTide is looking for an organized and proactive Admin & Procurement Coordinator to support both administrative operations and purchasing activities. The role involves coordinating office requirements, communicating with suppliers, managing procurement documentation, tracking orders, maintaining records, and supporting smooth day-to-day business operations. The ideal candidate should be detail-oriented, responsive, and comfortable handling multiple priorities while maintaining accurate documentation and professional communication.

Administrative Coordination:

Support daily administrative activities, coordinate routine office requirements, and ensure operational tasks are completed efficiently and on schedule.

Procurement Coordination :

Assist with purchasing activities by identifying requirements, coordinating supplier communication, obtaining quotations, and supporting the procurement process from request to delivery.

Supplier Communication:

Maintain professional communication with suppliers and vendors regarding prices, product availability, quotations, delivery schedules, invoices, and other purchasing matters.

Purchase Requests :

Receive and coordinate internal purchase requests, verify required details, and ensure requests are processed according to company procedures.

Quotation Management:

Request, collect, compare, and organize supplier quotations while providing relevant information to management for purchasing decisions.

Purchase Order Coordination:

Prepare and coordinate purchase orders and ensure orders accurately reflect approved requirements, quantities, pricing, and delivery expectations.

Order Tracking:

Monitor outstanding purchase orders and follow up with suppliers to ensure materials, products, and services are delivered within agreed timelines.

Delivery Coordination:

Coordinate deliveries with suppliers, warehouse teams, and internal departments while ensuring received items match the approved order.

Procurement Documentation:

Maintain organized records of quotations, purchase orders, invoices, delivery notes, supplier information, and other procurement-related documents.

Inventory & Office Supplies:

Monitor office and operational supplies, identify upcoming requirements, and coordinate timely replenishment to avoid unnecessary shortages.

Invoice Coordination:

Collect and verify supplier invoices and supporting documents and coordinate with the relevant finance team for processing.

Supplier Records:

Maintain updated supplier information, contact details, pricing records, quotations, and relevant procurement history.

Cost Monitoring:

Support the comparison of supplier prices and purchasing options while looking for opportunities to achieve reasonable costs without compromising required quality.

Administrative Records:

Maintain accurate digital and physical files, correspondence, forms, reports, and other administrative documentation.

Internal Coordination:

Work closely with finance, operations, management, warehouse, and other departments to understand requirements and ensure timely procurement and administrative support.

Meeting & Scheduling Support:

Assist with meetings, calendars, appointments, internal communications, and other administrative coordination tasks when required.

Reporting:

Prepare regular updates on purchase requests, pending orders, supplier quotations, deliveries, office requirements, and other administrative activities.

Issue Resolution:

Follow up on delayed deliveries, incorrect items, pricing discrepancies, missing documents, and other procurement or administrative issues.

Process Compliance:

Follow established company procedures for purchasing, approvals, documentation, supplier coordination, and administrative activities.

Confidentiality & Organization:

Handle company information, supplier details, financial documents, and internal records with professionalism, accuracy, and appropriate confidentiality.

Process Improvement :

Identify practical ways to improve procurement tracking, supplier coordination, documentation, office administration, and overall operational efficiency.

How to Apply:

Interested candidates should send their updated CV to angelica@talentstides.com with the subject line “Application – Admin & Procurement Coordinator”. Please highlight relevant experience in administration, procurement, purchasing coordination, supplier management, quotation comparison, order tracking, and office operations. Candidates should clearly describe their previous responsibilities and experience coordinating multiple tasks and suppliers. Only shortlisted candidates will be contacted for the next stage of the recruitment process.

About the Company:

TalentsTide focuses on connecting organizations with capable professionals while supporting efficient business and operational processes. The Admin & Procurement Coordinator will contribute to smooth purchasing activities and reliable day-to-day administrative coordination.