Purchasing & Administration Supervisor

Job Description

1. Administrative Responsibilities:

• Reception Management: Oversee the reception area and ensure efficient handling of visitor management and incoming communications.
• Meeting Room Management: Receive and process requests for booking meeting rooms and ensure that they are prepared and managed as per the schedule.
• Company Seal and Correspondence Management:
  • Manage the company’s official seal and track its usage in official documentation.
  • Maintain the logbook for incoming and outgoing correspondence.
• Document Certification: Perform notarization of documents and manage the legal consular legalization process.
• Office Supplies and Equipment Management: Monitor office supplies inventory and ensure that office equipment is properly maintained and serviced.
• Other Administrative Support: Assist in additional administrative tasks as assigned by the management, including event organization, travel arrangements, and office space management.

2. Purchasing Responsibilities:

• Processing Marketing Orders: Receive and process purchase orders from the Marketing department.
• Vendor Coordination: Work closely with suppliers to negotiate terms, place orders, and ensure the timely delivery of goods.
• Order Approval: Present purchase orders for approval and ensure that proper documentation and sign-off are secured before order placement.
• High-Value Orders: For purchase orders exceeding 20 million VND, follow the appropriate procedures, including price comparisons and approval by relevant authorities.
• Contract and Agreement Review: Review contracts with suppliers to ensure compliance with company policies and pricing agreements.

3. GM Secretary (Occasional):

• Administrative Support to GM: Provide occasional administrative assistance to the General Manager, including handling documents, scheduling meetings, and coordinating office tasks as required.
• General Administrative Requests: Support GM in addressing any special administrative requests or tasks related to company operations.

Job Requirement

• Bachelor’s degree in Business Administration, Supply Chain Management, or a related field.
• Well communication English well
• Minimum 3-5 years of experience in administrative and purchasing roles, with at least 2 years in a supervisory position.
• Strong organizational skills with the ability to manage multiple tasks and meet deadlines.
• Proficiency in MS Office and purchasing software systems.
• Excellent negotiation, communication, and interpersonal skills.
• High attention to detail and problem-solving abilities.