Purchasing & Admin Officer

*** Job Purpose

To manage purchasing activities and administrative operations efficiently, ensuring the company has the necessary materials, equipment, office supplies, and services to support daily operations and project requirements at reasonable costs and within approved budgets.

A. Purchasing & Procurement

1. Receive and review purchase requests from different departments.
2. Source and identify reliable suppliers, vendors, and service providers.
3. Request quotations and compare prices, quality, and delivery schedules.
4. Negotiate prices and payment terms to obtain the best value for the company.
5. Prepare Purchase Requisitions (PR) and Purchase Orders (PO) for approval.
6. Purchase office supplies, stationery, equipment, materials, and project-related items.
7. Coordinate with suppliers to ensure timely delivery of goods and services.
8. Verify the quantity and quality of purchased items before accepting delivery.
9. Maintain supplier databases, quotations, purchase records, and invoices.
10. Monitor purchasing expenses and ensure compliance with company policies and budgets.

B. Administrative Operations

1. Manage daily office administration and ensure the office is clean, organized, and well-maintained.
2. Monitor and maintain office supplies, stationery, equipment, and facilities.
3. Coordinate office maintenance, repairs, utilities, and other administrative services.
4. Manage company documents, filing systems, and administrative records.
5. Coordinate with building management, landlords, suppliers, and service providers.
6. Support office arrangements, company activities, meetings, and events.
7. Monitor office equipment and report any damage or maintenance requirements.
8. Manage company assets and maintain an updated asset list.
9. Handle incoming and outgoing documents, deliveries, and correspondence.
10. Perform other administrative tasks assigned by management.

C. Stock & Inventory Control
1. Maintain stock records for office supplies, materials, and company assets.
2. Conduct regular stock checks and update inventory reports.
3. Monitor stock levels and prepare replenishment requests when necessary.
4. Record stock received and issued to relevant departments.
5. Ensure proper storage and prevent loss, damage, or unnecessary wastage.

D. Coordination & Reporting

1. Coordinate with Finance regarding purchasing payments, invoices, and supporting documents.
2. Work closely with project, production, creative, and operation teams to support their purchasing requirements.
3. Prepare monthly purchasing and administrative expense reports.
4. Report purchasing issues, supplier problems, and administrative concerns to the supervisor.
5. Ensure all purchasing activities follow company approval procedures

1. Bachelor’s degree in Business Administration, Management, Accounting, or a related field.
2. At least 1–3 years of experience in purchasing, procurement, or administration.
3. Good negotiation, communication, and coordination skills.
4. Good knowledge of supplier sourcing and price comparison.
5. Proficient in Microsoft Excel, Word, and Google Workspace.
6. Good organizational skills, attention to detail, and time management.
7. Honest, responsible, proactive, and able to work independently.
8. Able to work under pressure and handle multiple tasks.
9. Good teamwork and problem-solving skills.
10. Good command of Khmer and basic English communication.

*** Key Performance Indicators (KPIs)

1. Purchasing requests completed accurately and on time.
2. Cost savings through effective supplier negotiation.
3. Accuracy of purchase records and supporting documents.
4. Stock and inventory records maintained accurately.
5. Office supplies and facilities properly maintained.
6. Timely delivery of purchased goods and materials.
7. Monthly purchasing and administrative reports submitted on time.
8. Compliance with company purchasing and approval procedures.

*** Working Relationships

• Internal: HR & Admin, Finance, Project, Account, Creative, Production, and Management Teams.
• External: Suppliers, vendors, contractors, building management, and service providers.