Executive, Procurement Administration

Job Summary

The Administrator is responsible for providing end-to-end administrative support for luxury food court operations and project procurement activities at One Bangkok. This role coordinates procurement and payment processes, prepares purchasing and payment documentation.

Job Description

Procurement & Payment Administration

• Prepare Purchase Requisitions (PR), Purchase Orders (PO), and Payment Requests in accordance with company policies and procedures.
• Monitor procurement and payment status to ensure timely processing and vendor satisfaction.
• Liaise with Procurement, Finance, and vendors to resolve document discrepancies and payment issues.

Financial Closing Support

• Coordinate with Operations, Procurement, and Finance to identify goods and services received but not yet invoiced.
• Prepare month-end accrual schedules for expenses not yet invoiced.
• Ensure accruals are supported by appropriate documentation and submitted to accounting team within the month-end closing timeline.

General Administration

• Handle incoming and outgoing correspondence (emails, mail or phone calls).
• Prepare and organize administrative documents, reports, approval memo and internal memos.
• Maintain accurate records of contracts, procurement documents, approvals, and payment files.
• Support vendor registration in SAP system and maintain vendor documentation.

Reporting

• Prepare administrative and operational reports as required by management.
• Ensure all procurement, payment, and accruals activities comply with company’s SOP and Delegation of Authority (DOA).

Key Qualification

• Bachelor’s degree in Business Administration, Accounting, Finance, Hospitality Management, or a related field.
• 2–5 years of experience in administration, procurement and finance support, retail, or hospitality operations.
• Knowledge of procurement processes, payment administration, and basic accounting principles, including accrual accounting.
• Experience with ERP systems (e.g., SAP) is an advantage.
• Proficient in Microsoft Excel, Word, and PowerPoint.