Project Administrator & Purchasing specialist

Title: Project Administrator & Purchasing specialist

Job Type: Full-Time, Onsite

Location: Plaza ONE, Next to PSO pump, Main GT road near DHA Phase 2 Gate 1, Islamabad

Timings: 4 PM -1 AM (Pakistan Standard Time)

ROLE OVERVIEW:

We are looking for a detail-oriented and dependable resource to support our project operations and purchasing workflows. This role is split across Project Administration and Purchasing Support, with clear ownership of documentation, coordination, and data accuracy.

The ideal candidate is organized, proactive, and comfortable working across multiple systems while supporting project managers, estimators, and operations teams.

PROJECT ADMINISTRATOR RESPONSIBILITIES (2–3 DAYS PER WEEK)

• Set up and maintain employee profiles, including tracking citizenship status, badging, background checks, certifications, and related documentation

• Schedule drug tests for employees as required and coordinate communication of results with customers

• Support project managers by entering data, updating project records, and maintaining accuracy within project management software

• Track onsite storage requirements and equipment rental needs and coordinate ordering as required

• Review job contracts and highlight relevant sections for the estimating and operations teams prior to final review and owner signature

• Support the estimating and sales teams as a Bid Coordinator, including:

• Sending monthly bid follow-up emails (1x per month)
• Updating and maintaining CRM records

PURCHASING SUPPORT RESPONSIBILITIES (1–2 DAYS PER WEEK)

• Draft and track purchase orders (POs) issued to vendors

• Track field receipt tickets for delivered materials

• Monitor and track incoming vendor invoices using an MS Teams Kanban board

• Perform a basic three-way match between:

• Purchase Orders
• Receipt Tickets
• Vendor Invoices

• Verify pricing accuracy and flag discrepancies for review

• Post approved accounts payable entries into QuickBooks Online

(This responsibility will be phased in over time with training and is not expected during the initial months)

WHAT WE’RE LOOKING FOR

• Strong attention to detail and follow-through
• Comfort working with operational data, documents, and systems
• Ability to coordinate across teams and keep records accurate and up to date
• Experience with project administration, purchasing, or operations support is a plus
• Familiarity with tools like CRM systems, project management software, MS Teams/GSuite