Admin / Procurement Executive

Job Responsibilities:

• Responsible for implementation of SOPs of admin department.
• Managing Dream City’s outdoor staff, including Kitchen staff, Drivers, Electrical and Maintenance personnel.
• Planning/managing kitchen related functions and assigning duties to the responsible staff.
• Ensure proper functioning of kitchen by maintaining sufficient inventory at all times.
• Leading repair & maintenance jobs related to Dream City area including office building, park and hostels etc.
• Preparing repair & maintenance plan for a complete fiscal year.
• Preparing draft budget for Admin branch.
• Look after IT related issues including exchange, CCTV, Internet etc.
• Oversee Solar related issues.
• Preparing and submitting daily/ weekly / monthly Admin report.
• Managing disaster situations and taking precautionary measures from the administration point of view to provide safety and security to Dream City’s staff.
• Assisting Manager Admin and Security in organizing Dream City’s events and functions.
• Arranging sports and other extracurricular activities for Dream City’s employees.
• Counseling and conflict management of all outdoor staff.
• Taking care of outdoor staff grievances and providing solutions.
• Ensure fire, health and safety measures at Dream City.
• Training of outdoor staff on quality services, food safety and hygiene and other skills related to their jobs.
• Facilitating internal audits of Admin department and providing data with coordination of Admin Manager.
• Managing repair & maintenance and documentation of official vehicles.
• Handle business travels and arrangements of logistics.
• Provide secretarial / administrative support to the management.
• Manage shops / other vendors working inside Dream city.
• Performing any other tasks assigned by the Management.

Procurement related:

• Responsible for all the procurements including construction material, office and cleaning supplies, stationary, Computers and related IT accessories, Kitchen related items, electrical items and any other item as requested by the management.
• Following laid down procurement procedure as mentioned in Procurement policy.
• Research new vendors, evaluate offers from vendors and negotiate better prices.
• Ensuring random quality and price check of the purchasing from the vendors.
• Negotiating prices with the vendors after having quotations from other vendors as well.
• Preparing MOUs and Agreements with the service providers after coordination with finance department.
• Manage all communication for purchase orders with vendors and resolve issues pertaining to purchases.
• Compare and evaluate offers form suppliers.
• Coordinate with accounts payable department to process all invoices.
• Prepare cost analyses & maintain updated records of invoices and contracts.
• Maintain records of all purchase orders, associate documents for all processes and maintain knowledge on all open order and its status.
• Track orders and ensure timely delivery.
• Review quality of purchased products.
• Enter order details (e.g. vendors, quantities, prices, specifications) into internal databases.
• Maintain updated records of purchased products, delivery information and invoices.
• Monitor all rates of construction material on everyday basis and coordinate with supplier and PM unit.
• Analyze all capacity issues and resolve, review all vendors quotations with help of purchasing techniques and organize all procurement activities.

Store related:

• Receiving tools, components, and materials from suppliers.
• Issuing tools, components, and materials to the concerned department as specified by the Job Card in a timely manner.
• Goods inwards documentation checking, goods checking, and acceptance of all deliveries to stock.
• Ensure all received stock is undamaged and that everything ordered is present and accounted for.
• Ensuring all tools are returned, recorded, and placed correctly in the store, when job is complete.
• Ensuring that Manager Admin & Procurement is informed of low stock and other shortages which may require re-ordering.
• Maintain a safe working environment within the Stores areas, and all current Health and Safety legislation is observed, including basic “housekeeping”.
• Delivery and collection of product and material as required.
• Performing any other duties that may be deemed necessary to ensure the effective running of the Department and Company.
• Manage & keep accurate records of all inwards goods.
• Perform stock checks and report on stock levels on daily basis or as instructed.
• Keep stores organized, clean and tidy.
• Ensure all items are properly tagged.
• Update and maintain vendors record on quarterly basis.
• Maintain updated inventory record.
• Ensure proper disposal of junk and redundant store.
• Issue items after receiving requisition.
• Arrange and hold regular stocktaking.
• Ensure security, good housekeeping and safety of stock in the store.
• Ensure high levels of stock control and stock management, ensuring no stock outs and / or no overstocking.

Performing any other tasks assigned by Management.