Administrative & Procurement Specialist

Location: Abu Dhabi, UAE

Reports to: Head of HR & Admin

Employment Type: Full-time

Candidate should have a valid UAE Driving License and Own car

Company Overview

We are a technology company specializing in autonomous/unmanned delivery, dedicated to providing innovative last-mile logistics solutions through self-driving delivery technology. As we continue to expand our operations in Abu Dhabi, we are looking for an Administrative & Procurement Specialist who combines strong administrative management skills with hands-on procurement execution to support the day-to-day operations of our office building and staff accommodation, as well as the efficient procurement of company goods and services.

Key Responsibilities

Administration:

• Manage day-to-day office administration, including registration and maintenance of office supplies, equipment, and fixed assets
• Oversee daily management of staff accommodation (dormitories), including lease renewals, room allocation, maintenance requests, utilities, cleaning, and security coordination
• Manage company vehicles and driver schedules, and personally drive as needed between the office, staff accommodation, and vendor locations to handle related matters
• Organize company meetings, events, and travel arrangements, and host external visitors
• Maintain and update administrative files, contracts, vendor and property records
• Coordinate day-to-day matters related to leasing, property management, utilities, and facilities for the office and staff accommodation, liaising with property management and relevant service providers
• Process day-to-day administrative expense reimbursements and follow up on the corresponding approval workflow, including receipt verification, approval routing, and payment tracking to ensure compliant and timely booking
• Support HR with administrative logistics during onboarding/offboarding (e.g., accommodation arrangements, office supply setup)

Procurement:

• Handle procurement requests and execution for office supplies, IT equipment, maintenance/renovation materials for the office and staff accommodation, and related support services
• Collect and compare supplier quotations; support inquiries, negotiations, and supplier evaluations
• Maintain and update the approved supplier list; establish and optimize procurement processes
• Track purchase order fulfillment to ensure on-time delivery, and reconcile invoices and payment processes
• Collaborate with the Finance team to ensure procurement processes comply with company approval policies and budgets
• Assist in drafting and reviewing procurement contracts and supplier/property service agreements
• Prepare regular procurement data and cost analysis reports to support management decision-making
• Diploma or above in Business Administration, Supply Chain Management, or a related field
• 3-5 years of experience in administration and/or procurement; background in property/facilities management, staff accommodation management, or the technology/logistics industry preferred
• Valid UAE driving license and own vehicle required, with the ability to drive independently between the office, staff accommodation, and vendor locations
• Strong negotiation, communication, and vendor/property management skills
• Proficient in MS Office (Excel, Word, PowerPoint); experience with ERP or procurement systems is a plus
• Fluent English (written and spoken) required; Mandarin Chinese and/or Arabic language skills are a plus
• Detail-oriented and well-organized, able to manage multiple tasks and meet deadline