Admin Officer (Costing & Administration)

We are seeking a proactive, organized, and detail-oriented Admin Officer (Costing & Administration) to support our back office 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 within the back office department
• Perform any other duties assigned by Management in line with the position.

 

Requirements

• Diploma in Business Administration, Accounting, Procurement, Supply Chain Management, or a related field will be an advantage
• 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 will be an advantage.