Procurement And Admin Team Leader

Job Description

The Procurement and Admin Team Leader is responsible for overseeing day-to-day procurement execution, administrative services, and employee-facing workplace support under the direction of the Procurement and Admin Manager. This role provides operational leadership to the Procurement and Administration team, ensures timely and compliant purchasing activities, monitors service delivery quality, supports vendor and contract administration, and helps drive process discipline aligned with company policies and SAP Procure-to-Pay practices.

Roles, Responsibilities & Typical Activities

1. Team Coordination and Daily Workload Management

• Overseeing daily tasks for procurement and administration team members to ensure smooth

and timely delivery service.

• Assign, prioritize, and follow up on work requests related to purchasing, office services,

logistics, uniforms, stationery, catering support, courier services, and other administrative

needs.

• Provide guidance to team members on work procedures, service standards, documentation

requirements, and escalation handling.

• Monitor team workload and service response time, escalating resource or service risks to the

Procurement and Admin Manager when needed.

• Provide coaching, onboarding, and knowledge sharing for team members to improve

consistency and operational capability.

2. Procurement Execution and Purchase Assurance

• Oversee daily procurement activities to ensure strict alignment with company policies,

approved purchase requisitions, budget requirements, and Delegation of Authority guidelines.

• Guide the team in sourcing, quotation collection, price comparison, vendor evaluation,

purchase order follow-up, delivery tracking, and handover to requesters.

• Establish and enforce quality control to ensure procurement documentation is complete,

accurate, and properly maintained for audit, payment, and reporting purposes.

• Act as the escalation point to resolve critical supplier delays or disputes, ensuring timely

delivery and contract compliance.

• Drive SAP Procure-to-Pay adoption by reinforcing process discipline, accurate documentation,

and timely coordination between requesters, procurement, finance, and vendors.

3. Administration and Workplace Services Assurance

• Oversee the delivery of office administration services including stationery, uniforms, courier

and logistics, office supplies, employee support services, landscaping and other daily

operational needs.

• Monitor service quality for assigned workplace services such as catering coordination,

housekeeping support, office cleanliness, drinking water, pest control, and related employee-

facing services.

• Optimize administrative workflows and policies to ensure internal department requests are

resolved efficiently and professionally.

• Oversee arrangements for internal events, company activities, visitor support, and special

requests as assigned.

• Drive continuous improvement by identifying service gaps and recommend practical

improvements to enhance employee experience and operational efficiency.

4. Vendor, Contract and Payment Governance

• Manage vendor relationships and oversee compliance with contractual terms, service quality,

and delivery timelines

• Oversee contract lifecycles and payment workflows, ensuring timely renewals, accurate

invoicing, and compliant liquidation processes.

• Drive the vendor performance evaluation process by analyzing team feedback, service

records, and implementing necessary corrective actions.

• Escalate vendor performance issues, contract risks, or payment delays to the Procurement /

Admin Manager for resolution.

• Enforce internal controls and record-keeping standards across the team to ensure continuous

audit readiness.

5. Governance, Compliance and Process Improvement

• Standardize and reinforce consistent use of approved forms, purchasing processes, vendor

due diligence requirements, and payment documentation standards.

• Drive process reviews and implement improvements to reduce manual work, improve

transparency, and strengthen cost control.

6. Reporting, Communication and Stakeholder Support

• Supervise team workstreams and ensure timely, accurate reporting on procurement tracking,

vendor performance, and daily administration services.

• Manage stakeholder expectations by maintaining transparent, proactive communication

regarding procurement timelines and service deliverables.

• Provide actionable insights to the Manager through cost monitoring, vendor performance

analytics, and budget variance reporting.

7. Other reasonable tasks as assigned.

Job Requirement

Yêu cầu công việc

Job Requirement

• Bachelor’s degree in Business Administration, Procurement, Supply Chain, Finance, Facility Management, or a related field is preferred.

• At least 3+ years of relevant position in procurement, administration, office services, vendor coordination, or workplace operations.

• Prior experience coordinating small teams, workstreams, or service providers is preferred.

• Experience in procurement documentation, contract follow-up, payment coordination, and vendor communication is an advantage.

• Experience working in a corporate office, multi-site operation, or service-oriented environment is preferred.

• Good understanding of procurement processes, quotation comparison, vendor coordination, purchase orders, contract documentation, and payment follow-up.

• Strong coordination, organization, and follow-up skills with the ability to manage multiple tasks and deadlines.

• Good knowledge of office administration, workplace services, employee support services, and service quality monitoring.

• Ability to work with vendors, internal stakeholders, and cross-functional teams in a professional and service-oriented manner.

• Good Microsoft Office skills, especially Excel, Word, Outlook, and PowerPoint; familiarity with SAP or procurement systems is an advantage.

• Good English communication skills, preferably CEFR B1 to B2 or equivalent, with the ability to communicate with internal stakeholders and vendors when required.

Why You‘ll Love Working Here

• Competitive Income: Attractive salary, 13th-month bonus, year-end performance bonus

• Comprehensive Healthcare: PVI insurance, full social insurance, 24/7 accident insurance, annual health check-ups

• Training & Development: English courses, LinkedIn Learning, MiTek University, overseas training opportunities

• Leave Policy: 12 annual leave days, Christmas holiday

• Recognition of Achievements & Contributions: Employee of the Month/Year, Platinum Star Award, VIP trip for employees with 3 years of service

• Modern Facilities: Designed to support learning, working, and development

• Benefits: Free diverse lunch options, team-building activities, sports clubs (Badminton, Football, Swimming, Modern Dance, Yoga, Esports, Gym)

Quyền lợi

• Thưởng: Attractive salary, 13th-month bonus, year-end performance bonus