Admin Assistant-Procurement Data Center

Key Responsibilities

Procurement Administration

• Assist with the preparation, processing, tracking, and filing of Purchase Requisitions (PRs) and Purchase Orders (POs).

• Maintain organized procurement documentation and electronic records.

• Update procurement trackers, order status reports, and other monitoring files.

Supplier and Quotation Coordination

• Send Requests for Quotation (RFQs) to approved or relevant suppliers.

• Coordinate with suppliers regarding quotation submissions, order acknowledgements, delivery dates, and required documentation.

• Maintain and update supplier contact information and procurement records.

Data Center Procurement Support

• Coordinate with Data Center stakeholders to monitor urgent and operational procurement requirements.

• Assist in tracking critical orders to minimize delays that could affect Data Center activities.

• Maintain clear records of Data Center procurement requests and their current status.

Purchase Order and Delivery Tracking

• Monitor open Purchase Orders and maintain an updated delivery schedule.

• Coordinate delivery information with the requesting department, warehouse, logistics, or site personnel where applicable.

• Escalate significant supplier delays or delivery issues to the responsible Procurement team member.

Invoice and Payment Documentation

• Assist in coordinating supplier invoices with Purchase Orders and supporting documents.

• Follow up on missing invoices, delivery documentation, approvals, or other information required for payment processing.

• Coordinate with Procurement, Finance, and suppliers regarding invoice documentation and payment-status queries.

Procurement Reporting and Data Management

Prepare periodic reports covering areas including, but not limited to:

• Open Purchase Orders

• RFQ status

• Supplier quotations

• Outstanding deliveries

• Invoice/payment documentation status

• Urgent Data Center procurement requirements

• Assist with data preparation for management reports, meetings, audits, and procurement reviews.

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