Admin & Procurement Specialist

Admin & Procurement Specialist

The Admin & Procurement Specialist will support administrative operations and assist in purchasing goods and services required for SwiftX Express, including warehouse supplies, delivery materials, and office essentials. This role ensures smooth operations across multiple warehouse locations by maintaining accurate records, coordinating with vendors, and supporting internal teams on administrative needs.

Administrative Support

• Provide general administrative support for warehouse and office operations.
• Assist in maintaining documentation such as delivery records, warehouse logs, and administrative files.
• Coordinate communication between warehouse teams, office staff, and external partners.
• Support scheduling of meetings, training sessions, and logistics-related appointments.
• Monitor and maintain stocks of office and warehouse consumables (e.g., packaging materials, stationery).

Procurement Support

• Assist in sourcing and obtaining quotations from suppliers for warehouse and delivery-related items.
• Prepare and process purchase requests and purchase orders.
• Maintain a database of approved vendors and price lists.
• Track order status and follow up with suppliers to ensure timely delivery of materials to multiple warehouse locations.
• Verify delivered items against purchase orders and coordinate with finance for invoice processing.
• Ensure procurement activities comply with company procedures and budget guidelines.

Warehouse & Operational Coordination

• Support warehouse teams in monitoring supply usage and forecasting material requirements.
• Assist in coordinating transfers of supplies between warehouses when needed.
• Participate in periodic inventory checks and help maintain accurate records.
• Report shortages, delays, or supply issues promptly to the supervisor.

Qualifications

• Bachelor's degree in Business Administration, Supply Chain Management, Logistics, or a related field (fresh graduates encouraged to apply).
• Basic understanding of procurement or logistics is an advantage.
• Proficient in MS Office (Excel, Word, PowerPoint).
• Strong communication and interpersonal skills.
• Organized, detail-oriented, and able to work in a fast-paced logistics environment.
• Ability to multitask and meet deadlines.
• Willingness to coordinate with multiple warehouse teams.

Key Competencies

• Strong organizational and documentation skills
• Teamwork and collaboration
• Time management
• Proactive mindset
• Integrity and confidentiality
• Problem-solving attitude

Working Conditions

• Office-based role with frequent coordination with warehouse teams
• Standard working hours; occasional overtime during high operational periods
• May require occasional visits to warehouses for coordination or stock checks