Office Assistant

Job Responsibilities – Assistant Executive (Procurement & Coordination)Support in Procurement Operation and Daily Reporting Operation Ensure all activities under the Purchase SOP are executed smoothly and within timelines. Assist in preparation, verification, and formatting of BOQs, NITs, and other procurement documents. Coordinate with the Purchase/PMC team for requirement gathering and technical clarifications. Vendor Communication & Management Draft and send formal communication, enquiry mails, and follow-ups to vendors. Make calls to vendors and stakeholders to coordinate meetings, submissions, and clarifications. Maintain an updated vendor contact list, response tracker, and quotation logs. Meeting Coordination Schedule and coordinate meetings with clients, vendors, consultants, and internal teams. Prepare Minutes of Meeting (MoM) and circulate to all relevant stakeholders promptly. Track action points and ensure closure of pending items. Office Administration & Documentation Maintain systematic office filing, documentation, and record-keeping of all procurement and project files. Update physical and digital registers, including inward/outward registers, proposal logs, and approval sheets. Ensure all documents follow the naming convention and SOP requirements. Client Coordination Communicate project updates, submission status, and meeting schedules with the client as per PMC directions. Ensure alignment between client expectations and internal team processes. Assist in gathering approvals, clarifications, and required client inputs. General Support Provide administrative and operational assistance to the PMC and Purchase teams. Support in preparation of reports, comparison statements, and presentations. Assist in ensuring timely submission of procurement deliverables.