Golf Course Procurement & Administration Executive

Company:Kinhbac City DevelopmentDepartment:Golf Course ProjectProject:Trump International Vietnam – Hung YenReporting Line:Project Manager – Golf CoursesOffice location:Khoai Chau – Hung YenScope of WorkProvide comprehensive typical oversees purchasing, vendor management and administrative support to the Golf Course Project Manager and team throughout the construction of the Trump International Vietnam Golf Course in Hung Yen.Key ResponsibilitiesProcurement Support• Assist the Project Manager in sourcing materials, vendors, and equipment• Coordinate with the Head Office CCP team for procurement processes• Source vendors for items such as -golf course construction materials, turf maintenance, golf carts, and landscaping items.• Monitor inventory levels and coordinate timely replenishment of Materials and equipment.• Ensure compliance with procurement policies, budget constraints, and quality standards.• Ensure timely delivery of goods and services while maintaining budget compliance.• Maintain accurate records of purchases, contracts, and supplier performance.Inventory Control• Monitor stock levels of consumables, merchandise, materials and maintenance items.• Coordinate with department heads to forecast needs and avoid shortages or overstocking.Contractual Oversight• Review and assessment of procurement contracts for compliance and accuracy• Ensure all procurement activities comply with internal policies and external regulations.• Maintain accurate records of purchases, contracts, and supplier performance.Administrative Duties• Prepare and maintain English-language meeting minutes• Manage project documentation and control systems• Review and screen monthly claims submitted by contractors and vendors• Support the development and tracking of monthly work schedules• Coordinate travel arrangements (airfare and hotel bookings) for foreign consultants during site visits• Process purchase orders and maintain accurate material stock records• Compile and submit detailed daily, weekly, and monthly project reports as directed by the Project Manager• Attend scheduled coordination meetings• Maintain up-to-date staff attendance records• Assist in preparing operational budgets and tracking expenditures.• Ensure all incoming and outgoing documents are properly logged, filed, and tracked.• Maintain version control and ensure only current documents are in circulation.• Distribute documents to relevant stakeholders and ensure timely updates.