We are seeking a proactive, organized, and detail-oriented Admin Officer (Costing & Administration) to support our Parts Operations team. The successful candidate will be responsible for costing, procurement administration, reporting, and providing administrative support to ensure the efficient operation of the department.

Key Responsibilities

• Prepare preliminary costing sheets for quotations and purchase orders.
• Request, compare, and analyse supplier quotations.
• Coordinate with suppliers regarding pricing, lead times, product availability, and documentation.
• Prepare and process purchase orders and follow up on outstanding orders.
• Maintain accurate costing records, procurement files, and supporting documentation.
• Update and maintain Excel reports, databases, and ERP records.
• Prepare daily, weekly, and monthly reports for Management, including costing, procurement status, outstanding orders, supplier performance, and other operational reports.
• Monitor and report on pending quotations, purchase orders and lead times.
• Liaise with Sales, Warehouse, Finance, and other departments to ensure smooth coordination.
• Maintain proper filing of commercial documents, quotations, invoices, and purchase records.
• Assist in improving administrative processes and maintaining accurate records.
• Ensure confidentiality and accuracy of company information.
• Provide general administrative support to the Parts Operations Manager.
• Perform any other duties assigned by Management in line with the position.

 

Requirements

• Diploma or Degree in Business Administration, Accounting, Procurement, Supply Chain Management, or a related field.
• Minimum of 2 years' experience in administration, costing, procurement, or a similar role.
• Strong proficiency in Microsoft Excel, Word, and Outlook.
• Excellent numerical, analytical, and organizational skills.
• Strong attention to detail and ability to work under pressure.
• Good communication and interpersonal skills.
• Ability to prioritize tasks and meet deadlines.
• Experience with ERP systems (e.g., Odoo, SAP, QuickBooks, or similar) will be an advantage.