Admin (Part Time)

Overview:

Seeking a detail-oriented and organized Part-Time Admin to join our team. The ideal candidate will be responsible for data-entry, creating Purchase Orders (PO), managing Goods Receipt Notes (GRN), and verifying invoices from vendors against corresponding Redmine ePortal tickets. This role requires strong attention to detail, accuracy, and effective communication skills to ensure that all administrative processes are followed accurately and efficiently.


Key Responsibilities:

Purchase Order (PO) Creation:

  • Prepare and issue Purchase Orders (PO) based on requests and approved budgets.
  • Ensure all PO details are accurate and match the requested items/services.
  • Coordinate with relevant departments to ensure timely processing and approval of PO.

Goods Receipt Notes (GRN):

  • Verify services received and generate Goods Receipt Notes (GRN) in the system.
  • Coordinate with maintenance teams to confirm service condition.
  • Ensure that GRNs are accurately matched to the corresponding POs.

Invoice Verification:

  • Review invoices submitted by vendors for accuracy, ensuring they match the terms outlined in the PO and GRN.
  • Cross-check vendor invoices against Redmine ePortal tickets to ensure that all billed services/products have been authorized and delivered.
  • Flag discrepancies and communicate with vendors or internal departments to resolve issues.

Record Keeping:

  • Maintain accurate and up-to-date records of POs, GRNs, and invoices.
  • Assist with tracking purchase order status and payment schedules.

Requirements:

  • High school diploma or equivalent (Associate’s or Bachelor’s degree in Business Administration or related field preferred).
  • Previous experience in an administrative or procurement role is a plus.
  • Strong knowledge of Purchase Orders (PO), Goods Receipt Notes (GRN), and basic invoice verification processes.
  • Familiarity with ticketing systems is a plus.
  • Excellent attention to detail and accuracy.
  • Proficient in Microsoft Office (Word, Excel, Outlook).
  • Strong communication and interpersonal skills.
  • Ability to work independently and efficiently.