Procurement Assistant

Description

1. Basic function:
The procurement assistant supports the procurement team in sourcing materials, following up with suppliers, maintaining procurement records, and coordinating documentation related to project requirements. This role plays a key part in ensuring timely delivery of materials and services, proper documentation of procurement activities, and smooth coordination between site teams, suppliers, and the procurement manager.

2. Major duties and responsibilities:

1. Supplier coordination & RFQ management

• Prepare and issue requests for quotation (RFQs) to suppliers and subcontractors as directed by the procurement manager.
• Follow up on quotation submissions, clarify missing or incomplete information, and log all responses accurately.
• Maintain a supplier database and regularly update contact details, product ranges, and commercial terms.

2. Procurement documentation

• Assist in the preparation and formatting of purchase orders (POs) and subcontract agreements.
• Ensure proper filing of all procurement records including quotations, PO copies, delivery notes, and invoices.
• Track and maintain logs for POs, material deliveries, and supplier performance.

3. Material tracking & delivery coordination

• Liaise with suppliers to confirm delivery schedules and update internal delivery trackers.
• Support coordination with the site/store teams to ensure materials are received, checked, and documented properly.
• Follow up on delayed deliveries or discrepancies and report issues to the procurement manager.

4. Pricing & cost records

• Assist in preparing price comparison sheets and cost summaries.
• Support the estimation or commercial team with sourcing of material rates during tender preparation.
• Help maintain a historical pricing database for commonly used materials and services.

5. Administrative support

• Coordinate with finance for invoice processing and payment tracking.
• Organize supplier documents for prequalification, compliance checks, and contract execution.
• Help schedule procurement-related meetings and record minutes if required.
• The employee may be required to undertake any other duties or responsibilities as assigned by management from time to time, in line with the role and organizational needs.

Requirements

1. Qualifications:

• Diploma or bachelor’s degree in business administration, procurement, supply chain, or a related field.
• 1–3 years of experience in a procurement support or administrative role, in the interior fit-out sector.
• Familiarity with procurement workflows in the UAE is a plus.

2. Specific job abilities:

• Proficient in MS Office (Excel, Word, Outlook).
• Familiar with procurement or ERP systems (experience with systems like Oracle, SAP, or Zoho is an advantage).
• Basic understanding of construction materials, fit-out components, and supply chain processes.
• Strong organizational and coordination skills.
• Good written and verbal communication.
• Attention to detail and accuracy in documentation.
• Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• Team player with a proactive and positive attitude.