Administrative Assistant Procurement

Job
Overview

  1. Oil Gas and Chemical
  2. Contract
1085862

List of Activities Procurement Admin

  • Procurement Directory set-up and Maintenance Procurement Directory
  • POL / Coreworx set-up and Align with Matrix-Automation
  • Create Templates
  • Project Directory /MatMan Access request
  • Creating RSA’s
  • ARIBA
  • and Add new Bidders to SmartSource
  • Adding RFQ’s in SmartSource
  • Expedite bidders
  • Sealed Bid Opening Procedure
  • Weekly PTR / MSR /DTR meetings, including all administrate tasks required
  • Sent out MOM’s (Vendors) : Assign numbers, Report on Log, Update Log, Expedite Vendors
  • Document Tracking for approval:
    - IPP, Shortlist Recommendation, TBE , CBE
    - LOR / PO, Executive Summary, CDR
    - Expediting (Entities) for approval cycle
    - Keep Log Updated
  • (Hardcopy) /Filing /Archiving
  • Entity Screening request (incl. Entity Result and Keep Log Updated)
  • Distribution of final signed documents via POL / Coreworx
  • List of other documents for Coreworx / POL distribution (Listed on Matrix, like SQS reports, MOM, POAD’s Slippage Alerts etc.)
  • Sending Purchase Order for acknowledgement signature (via DHL / softcopy)
  • Sending Change Order for acknowledgement signature (via DHL / softcopy)
  • Expedite Vendor’s signatures
  • Update log
  • Coordinate Procurement Meetings (incl. Archibus bookings, video set-up bridge, telecom invitations etc.)
  • Set-Up Webex meeting
  • Reporting Visitors / Guest announcement to Security
  • Ordering Lunches (including financial approvals management and/or client)
  • Administration Tasks (daily mailbox, ASL update, team-outings, regret letters, Maintenance Procurement Mailbox)
  • VMDF forms new suppliers (including SAP and SRW)
  • Close out activities (expedite PDDM, expedite SPE report vendors, close out letters, archiving hard copies, check completeness and correctness directory (soft and hard copy), awards, etc.)

Job Requirements:

  • Full time – 40 hours a week
  • Ability to communicate effectively with audiences that include but are not limited to management, coworkers, clients, vendors and visitors, both written and verbal.
  • Ability to create and maintain tracking logs and lists.
  • Ability to multi-task and prioritize to achieve project goals.
  • Detail-oriented, accurate, good organizational skills, judgment and flexibility (helicopter view)
  • Fluent in English
  • Team Player
  • Proficient in standard software used in word processing, creating spreadsheets and presentations, e-mail file management/storage and database management (e.g. Microsoft Word, Excel, PowerPoint, Lotus Notes)

Personal requirements:

  • Enthusiastic, sparkling and stable personality, not easily stressed out.
  • Self starter
  • Integrity is key!
  • Flexible
  • Adaptability
  • Service minded
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