Project Administrator & Purchasing specialist

2/2/2026

The Project Administrator & Purchasing Specialist will support project operations and purchasing workflows, focusing on documentation, coordination, and data accuracy. Responsibilities include maintaining employee profiles, supporting project managers, and drafting purchase orders.

Working Hours

40 hours/week

Company Size

51-200 employees

Language

English

Visa Sponsorship

About The Company

Financial chaos is no match for our experts at VASL! We provide tailored solutions to meet your business needs and take the stress out of managing your finances. With us by your side, you can focus on growing your business with peace of mind. Let's conquer your financial challenges together!

About the Role

Title: Project Administrator & Purchasing specialistJob Type: Full-Time, OnsiteLocation: Plaza ONE, Next to PSO pump, Main GT road near DHA Phase 2 Gate 1, IslamabadTimings: 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:<ul style="box-sizing: border-box; margin: 0px; padding: 0px; border: 0px; font-size: 14px; font-family: system-ui, -apple-system, BlinkMacSystemFont, "><li style="box-sizing: border-box; margin: 0px; padding: 0px; border: 0px; font-size: 14px; font-family: inherit; vertical-align: baseline;">Sending monthly bid follow-up emails (1x per month)</li><li style="box-sizing: border-box; margin: 0px; padding: 0px; border: 0px; font-size: 14px; font-family: inherit; vertical-align: baseline;">Updating and maintaining CRM records</li></ul> 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:<ul style="box-sizing: border-box; margin: 0px; padding: 0px; border: 0px; font-size: 14px; font-family: system-ui, -apple-system, BlinkMacSystemFont, "><li style="box-sizing: border-box; margin: 0px; padding: 0px; border: 0px; font-size: 14px; font-family: inherit; vertical-align: baseline;">Purchase Orders</li><li style="box-sizing: border-box; margin: 0px; padding: 0px; border: 0px; font-size: 14px; font-family: inherit; vertical-align: baseline;">Receipt Tickets</li><li style="box-sizing: border-box; margin: 0px; padding: 0px; border: 0px; font-size: 14px; font-family: inherit; vertical-align: baseline;">Vendor Invoices</li></ul>• 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)<div> </div>WHAT WE’RE LOOKING FOR <ul style="box-sizing: border-box; margin: 0px; padding: 0px; border: 0px; font-size: 14px; font-family: system-ui, -apple-system, BlinkMacSystemFont, "><li style="box-sizing: border-box; margin: 0px; padding: 0px; border: 0px; font-size: 14px; font-family: inherit; vertical-align: baseline;">Strong attention to detail and follow-through</li><li style="box-sizing: border-box; margin: 0px; padding: 0px; border: 0px; font-size: 14px; font-family: inherit; vertical-align: baseline;">Comfort working with operational data, documents, and systems</li><li style="box-sizing: border-box; margin: 0px; padding: 0px; border: 0px; font-size: 14px; font-family: inherit; vertical-align: baseline;">Ability to coordinate across teams and keep records accurate and up to date</li><li style="box-sizing: border-box; margin: 0px; padding: 0px; border: 0px; font-size: 14px; font-family: inherit; vertical-align: baseline;">Experience with project administration, purchasing, or operations support is a plus</li><li style="box-sizing: border-box; margin: 0px; padding: 0px; border: 0px; font-size: 14px; font-family: inherit; vertical-align: baseline;">Familiarity with tools like CRM systems, project management software, MS Teams/GSuite</li></ul>

Key Skills

Attention To DetailData AccuracyProject AdministrationPurchasing SupportCoordinationCRM SystemsProject Management SoftwareMS TeamsGSuite