1. Purpose of the Role
The Back Office Administrator position is a hands-on role that sits at the heart of day-to-day operations, supporting procurement, administration, accounts, and HR, while keeping the office running smoothly.
2. Key Responsibilities
2.1. Procurement
Source, evaluate, and negotiate with local and international suppliers for office supplies, equipment, software and services.
Maintain the approved supplier list and keep vendor records up to date.
Manage the full purchasing cycle: purchase requests, quotations, purchase orders, delivery tracking, supplier follow-up, receiving orders, update and record all actions in the company’s CRM system.
Negotiate with suppliers to achieve the best cost without compromising on quality or delivery timelines, by obtaining and comparing quotations from different supplier, whenever possible.
Stay updated on offers, promotions, IT trends and advancements from vendors and suppliers.
Track ticketing system for procurement requests from Service Desk or Service Delivery team.
Liaise with the Service Desk and Service Delivery department to understand specific requirements and nuances of products and services.
Communicate with Account Managers, Service Delivery Manager and Service Desk Manager for preparing quotes and ensuring quotes are sent to customers’ key persons on time for approval.
Ensure all purchases align with the company's technology standards and requirements.
Update appropriate team (Service Desk, Service Delivery, Account Manager or IT/NOC) for expected delivery dates. Upon fully receiving a purchase order, Procurement officer is responsible for informing the respective department via the ticketing system and follow up with them to ensure they acknowledge it.
2.2. Back Office & Administration
Oversee daily office operations, including supplies, facilities, couriers, and general upkeep.
Handle incoming and outgoing correspondence (emails, post, courier deliveries).
Maintain accurate and organised digital and physical filing systems.
Liaise with external service.
Draft, format, and file internal documents, letters, contracts and forms.
2.3. Account/Contract Management
Handle day to day account enquiries requests and follow-ups in a professional and timely manner.
Coordinate internally across departments to ensure account needs are met and deadlines are respected.
Prepare account related reports documentation and correspondence as required.
Monitor contract and licenses expiration and informing customers proactively when required or renewing manually when necessary.
2.4. Accounts Support
Process incoming and outgoing invoices and coordinate with the internal/external accountant.
Maintain records of payments, receipts, and supplier statements.
Support monthly reconciliations and expense reporting.
Assist with VAT submissions, audit preparation, and document gathering for the auditors.
Liaise with different departments as needed.
Provide ad-hoc administrative support across all departments as needed.
