Procurement & Administration Officer

About the role

The Procurement & Administration Officer is responsible for coordinating and administering procurement activities across Resindo's engineering, EPC and construction projects, together with general company office administration duties. Procurement is the primary responsibility of this position, including maintaining the company's procurement system, developing procurement registers and enquiry lists, preparing and issuing Requests for Quotation (RFQs), coordinating vendor and contractor quotations, and supporting technical and commercial bid evaluations. The position works closely with Engineering, Estimating, Construction and Project Management Teams to ensure procurement activities are properly documented, coordinated and progressed in accordance with project requirements and schedules. This is a hands-on procurement and administration position, not a management role.

Key responsibilities

• Utilise and maintain Resindo's Procurement System to develop procurement lists, enquiry registers, procurement schedules and tracking reports for engineering and construction projects.

• Prepare Requests for Quotation (RFQs) using established Resindo templates, incorporating technical Scope of Work documents, specifications, drawings and other information provided by the Engineering or Construction Teams.

• Issue RFQs to approved vendors and contractors, coordinate enquiries, monitor quotation submissions and follow up to ensure timely responses.

• Coordinate technical clarifications between vendors, contractors and the responsible Engineering or Construction Teams.

• Compile quotations and coordinate the preparation of Technical Bid Evaluations (TBEs) and Commercial Bid Evaluations (CBEs) by the responsible Engineering, Estimating and Commercial Teams.

• Maintain procurement registers, quotation comparisons, evaluation records, vendor correspondence and supporting documentation within the company's procurement system.

• Monitor procurement progress, outstanding quotations, vendor documentation and delivery commitments, reporting potential delays or issues to the relevant Project Manager.

• Maintain and regularly update Resindo's Vendor and Contractor databases, ensuring accurate records of company details, contacts, equipment, products, services and areas of specialisation.

• Develop project-specific preferred bidder lists based on equipment requirements, technical capabilities, previous performance and recommendations from Engineering and Construction Teams.

• Provide general office administration support when procurement workload permits, ensuring efficient day-to-day office operations.

About you

• Minimum education of SMK (Sekolah Menengah Kejuruan) specialising in Office Administration, Business Management, Accounting or a related field. Diploma or Bachelor's Degree in Business Administration, Procurement, Supply Chain Management or a related discipline will be an advantage but is not mandatory.

• Minimum 3 years of recent, directly relevant procurement experience within the resources sector, preferably with an engineering consultancy, EPC/EPCM contractor, mining company or industrial construction company.

• Demonstrated practical experience in preparation and issue of RFQs for engineering equipment, materials and construction services.

• Demonstrated practical experience in procurement registers, quotation tracking and procurement systems.

• Demonstrated practical experience in coordination of Technical Bid Evaluations (TBE) and Commercial Bid Evaluations (CBE).

• Demonstrated practical experience in vendor and contractor database management and bidder list preparation.

• Good understanding of procurement processes for mechanical, electrical, civil, structural and construction-related equipment, materials and services.

• Proficiency in Microsoft Excel, Word and electronic procurement or document management systems, with the ability to learn and effectively utilise Resindo's Procurement System.

• Strong organisational skills, attention to detail and ability to manage multiple procurement enquiries, priorities and deadlines.

• Good English communication skills, both written and verbal, including professional correspondence with vendors, contractors and project personnel.