Admin Executive

The Purchase and Admin Executive at UniQTainerr is responsible for ensuring uninterrupted availability of materials, equipment, and services required for biotech manufacturing operations, while managing administrative infrastructure and vendor ecosystems efficiently and compliantly.

2. Reporting Structure

Direct Reports:

• Inventory Assistant

• Vendor Follow-up Coordinator

Cross-Functional Coordination With:

• Operations Teams

• Finance Teams

• Quality & Regulatory Teams

• Stores & Dispatch Teams

3. Key Responsibilities

3.1 Procurement & Supply Chain

• Manage end-to-end procurement lifecycle: requisition → vendor sourcing → RFQ → negotiation → PO → delivery tracking → invoice coordination

• Source and procure:

  • Laboratory consumables (reagents, chemicals, media)

  • Equipment & spares (bioreactors, centrifuges, filtration units)

  • Packaging materials

  • Maintenance and utility items

• Develop and maintain a qualified vendor database with comparative benchmarking

• Conduct cost analysis and negotiations to optimize procurement spend

• Ensure on-time availability of materials to avoid production downtime

• Monitor inventory levels in coordination with stores (min-max, reorder levels)

• Handle import procurement (if applicable): documentation, coordination with CHA, customs clearance

3.2 Compliance & Documentation

• Ensure procurement processes comply with:

  • ISO 13485 (if applicable)

  • Good Manufacturing Practice (GMP)

  • Internal SOPs and audit requirements

• Maintain accurate records:

  • Purchase Orders (POs)

  • Vendor agreements

  • GRNs (Goods Receipt Notes)

  • Invoice tracking

• Support internal and external audits (documentation readiness)

3.3 Vendor Management

• Identify, evaluate, and onboard new vendors

• Maintain vendor performance scorecards (quality, delivery, cost)

• Build strategic partnerships for critical supplies

• Resolve vendor disputes and ensure service quality

3.4 Administrative Operations

• Oversee facility management:

  • Office maintenance, housekeeping, security, utilities

• Manage AMCs (Annual Maintenance Contracts) for equipment and infrastructure

• Handle travel, logistics, and office asset management

• Coordinate with IT, HR, and Finance for admin-related requirements

3.5 Cost & Budget Control

• Track procurement and admin budgets

• Identify cost-saving opportunities without compromising quality

• Generate MIS reports on:

  • Procurement spend

  • Vendor performance

  • Inventory status

3.6 Attitude and Mindset

·        Hands-on execution (not just coordination)

·        Ability to build systems from scratch (vendor base, SOPs, trackers)

·        Cross-functional collaboration mindset

·       Ownership-driven, resource-efficient approach.

4. Metrics of Success (KPIs)

• On-time procurement rate >95%.

• Procurement cost savings ≥10% YoY through negotiation and sourcing strategies.

• Vendor satisfaction and performance audit scores >90%.

• Zero stockouts on essential materials.

• Purchase order cycle time ≤48 hours.

• Reduction in vendor complaints and non-conformities.

• Admin Service quality and cost efficiency

5. Requirements

• Education: Bachelor’s in Commerce, Engineering, Supply Chain Management, or related field.

• Experience: 2 -4  years in purchase and admin, preferably in biotech, pharma, or medical devices industry.

• Skills: Vendor negotiation, ERP systems, inventory control, procurement analytics, and regulatory alignment.

• It is a Full Time Recruiter / HR / Admin job for candidates with 2 - 4 years of experience.