Shared Services Coordinator - Asset Management & Procurement

Job Description

Responsibilities:

Asset Management:

Manage asset master data in NAV by creating/updating item cards, asset numbers, and maintaining essential records for mobilization, status, and allocation across global entities and jobs

Ensure timely and accurate updates of resource status and inventory; maintain standardized databases for all asset-related documents

Facilitate end-to-end asset lifecycle tracking, including Load Out Lists, rental and third-party asset updates and coordination with regional teams

Create, manage, and track Purchase Quotations (PQs) for hire and purchase of assets in Microsoft Dynamics NAV 2009 R2, ensuring full traceability from initiation to execution

Validate and update asset certificates in NAV, maintain job certification folders and registers, and ensure standardized document naming for maintenance records

Procurement:

Ensure timely PQ creation, PO conversion, GRN posting, and necessary amendments
Follow up on open POs and Unposted Invoices to resolve discrepancies with AP team and requestors, thereby supporting accurate invoice processing and enabling timely payment by the finance team
Coordinate with regional and SSC teams to optimize procurement processes, resolve discrepancies, and maintain consistency across global operations
Maintain procurement records and prepare daily activity reports.
Initiate and monitor supplier follow-ups for compliance documents, update NAV records for expiry tracking, and ensure proper documentation for audits.
Prepare and deliver weekly, fortnightly, monthly, and ad hoc reports
Create and maintain SOPs for any new processes or changes in Asset Management and Procurement workflows, supporting operational efficiency and aligning with global standards and best practices

You Are

Anticipated Skills

Data-driven, detail-oriented, with good organizational capabilities
Strong analytical, problem-solving, decision-making, and critical thinking abilities, essential for asset lifecycle and procurement coordination
Communication and stakeholder management, effectively liaising with finance, operations, logistics
Comfortable under high-pressure and deadline-driven environments, with good adaptability and flexibility, and willingness to extend working hours when operational needs demand

Experience

Bachelor s degree in any stream with 2-3 years of relevant experience
Ability to effectively use Microsoft Word, Excel, Outlook, and PDF applications for reporting and documentation