Junior Executive, Administrative (SAP)

JOB DESCRIPTION

To efficiently manage sourcing and procurement activities, oversee purchase requisitions and order management within SAP systems, ensure accurate documentation and reporting, provide administrative support, and maintain effective communication with suppliers and stakeholders to meet organizational goals and excellence.

Job Responsibilities

• Sourcing & Procurement:
  1. Source materials, parts, and supplies from approved vendors and suppliers, ensuring cost-effectiveness and timely delivery.
  2. Maintain a list of qualified suppliers and negotiate with them to obtain favorable terms and prices.
  3. Communicate with vendors to obtain quotes, negotiate prices, and ensure compliance with purchasing requirements.
  4. Monitor inventory levels and coordinate with internal teams to identify material needs and prevent shortages.

• Purchase Requisition and Order Management (SAP):
  1. Generate and process purchase requisition (PRs) in SAP, ensuring accuracy in terms of quantities, pricing, and delivery dates.
  2. Track purchase orders through SAP to ensure timely delivery and receipt of materials and parts.
  3. Update and maintain records of purchase orders, including order status and delivery updates.
  4. Resolve discrepancies in orders or invoices in collaboration with vendors, internal teams, and finance.

• Documentation & Reporting:
  1. Maintain accurate and up-to-date procurement and sourcing records within SAP, ensuring compliance with company policies and procedures.
  2. Assist in the preparation of procurement reports, including cost analyses, order tracking, and supplier performance metrics.
  3. Prepare requisitions, purchase orders, and other necessary documents for approval.

• Administrative Support:
  1. Provide general administrative support to Engineering and Maintenance, as well as Quality Control Development, including filing, document preparation, and data entry.
  2. Coordinate with internal departments to support various sourcing and procurement needs.
  3. Assist in maintaining the supplier database and relevant contract documentation.

• Supplier & Stakeholder Communication:
  1. Act as a liaison between the departments, ensuring smooth communication and resolving any issues related to sourcing or procurement.
  2. Provide timely updates on order statuses and delivery timelines to relevant stakeholders.

Qualification

• • Diploma or Degree (or equivalent experience)
  • Minimum 1 year experience working with SAP B1 or similar procurement systems
  • Strong organizational skills with the ability to manage multiple tasks and deadlines.
  • Excellent communication skills, both verbal and written.
  • Basic knowledge of procurement processes, sourcing, and inventory management.
  • Proficiency in Microsoft Office Suite (Excel, Word, Outlook).
  • Attention to detail and problem-solving skills.
  • Ability to work independently and as part of a team in a fast-paced environment.

Perks & Benefits

• Commission and bonus
• Allowance (travel stipends, transportation, etc.)
• Nearby public transport
• Central location
• Flexible working hours
• Casual dress code
• Free snacks / Happy hours
• Regular team activities
• Company trips
• Medical insurance
• Open culture
• Personal development opportunities
• Paid training and development