Procurement Coordinator
Caliberly · Dubai, United Arab Emirates ·
- Category
- Operations
- Experience
- 3+ years
Job Title – Procurement Coordinator
Location: Dubai, UAE
About the Role
We are seeking a detail-oriented and organized Procurement Coordinator to support the sourcing and purchasing of equipment, materials, components, and services required for premium spa, wellness, hydrothermal, and specialized MEP projects.
The role will coordinate the complete procurement cycle from supplier identification and quotation requests through purchase orders, shipment tracking, delivery, and documentation. The ideal candidate should have experience in procurement, purchasing, supply chain, or project coordination, preferably within construction, MEP, hospitality, spa, wellness, swimming pool, or specialized equipment industries.
Key Responsibilities
Procurement Coordination
- Coordinate day-to-day procurement activities for ongoing spa, wellness, and MEP projects.
- Source materials, equipment, spare parts, and services based on approved project requirements.
- Prepare and issue RFQs to local and international suppliers.
- Obtain and compare quotations based on price, quality, lead time, technical specifications, and payment terms.
- Prepare comparative statements and procurement recommendations for management approval.
- Create and process purchase orders in accordance with approved procedures.
Supplier Management
- Identify, evaluate, and develop relationships with reliable suppliers and manufacturers.
- Maintain an updated supplier database covering equipment, materials, spare parts, and specialist services.
- Negotiate pricing, delivery schedules, payment terms, warranties, and commercial conditions.
- Follow up with suppliers regarding quotations, order confirmations, production status, and deliveries.
- Monitor supplier performance and escalate delays, quality issues, or non-conformities.
Spa & Wellness Equipment Procurement
- Coordinate procurement of specialist equipment and materials for saunas, steam rooms, hammams, hydrotherapy systems, vitality pools, cold plunges, experience showers, water features, and wellness facilities.
- Source pumps, valves, filtration equipment, steam generators, heaters, heat exchangers, piping components, controls, and related MEP materials.
- Coordinate procurement of HVAC, plumbing, electrical, drainage, and specialist wellness-system components.
- Review supplier technical information to ensure equipment and materials meet project requirements.
Project Procurement
- Review approved BOQs, material schedules, specifications, drawings, and equipment requirements.
- Prepare procurement schedules aligned with project execution timelines.
- Track long-lead items and ensure timely ordering to prevent project delays.
- Coordinate with project managers, engineers, BIM teams, site teams, and designers regarding procurement requirements.
- Ensure materials are ordered according to approved specifications and quantities.
Logistics & Delivery Coordination
- Track purchase orders from order placement through manufacturing, shipment, customs clearance, and final delivery.
- Coordinate with freight forwarders, suppliers, logistics providers, and site teams.
- Monitor expected delivery dates and proactively address delays.
- Coordinate international shipments and documentation where required.
- Verify delivered materials against purchase orders, delivery notes, and approved specifications.
Documentation & ERP
- Maintain accurate procurement records, RFQs, quotations, comparison sheets, purchase orders, invoices, and delivery documentation.
- Update procurement trackers and prepare regular purchasing status reports.
- Maintain proper documentation for warranties, certificates, technical datasheets, and supplier information.
- Update ERP/procurement systems with purchase orders, supplier details, delivery status, and related information.
- Ensure procurement documentation is organized and readily available for project and financial audits.
Cost Control
- Monitor procurement costs against approved budgets and project BOQs.
- Identify opportunities for cost savings without compromising quality or project requirements.
- Compare local and international sourcing options where appropriate.
- Track price fluctuations and advise management of significant changes.
- Support value-engineering initiatives through alternative supplier and material evaluations.
Quality & Compliance
- Ensure purchased materials and equipment comply with approved technical specifications.
- Coordinate technical submittals, product datasheets, samples, certifications, and approvals.
- Work with engineering and quality teams to resolve material discrepancies or non-conformities.
- Ensure required warranties, certificates, manuals, and commissioning documents are obtained from suppliers.
Qualifications & Experience
- Bachelor's Degree or Diploma in Procurement, Supply Chain Management, Business Administration, Engineering, or a related field.
- 3–6 years of experience in procurement or purchasing, preferably within MEP, construction, hospitality, spa, wellness, swimming pool, or specialist equipment industries.
- Experience handling local and international suppliers is preferred.
- Strong understanding of RFQs, quotations, comparative statements, purchase orders, and supplier negotiations.
- Experience with ERP/procurement systems and Microsoft Excel.
- UAE procurement experience is preferred.
Key Skills & Competencies
- Procurement and purchasing coordination
- Supplier sourcing and management
- RFQ and quotation management
- Purchase order processing
- Commercial negotiation
- MEP and specialist equipment procurement
- Spa and wellness equipment knowledge
- International sourcing and logistics
- Project procurement planning
- Cost comparison and control
- ERP/procurement systems
- Microsoft Excel
- Documentation and reporting
- Strong follow-up and coordination skills
- Excellent communication and negotiation abilities
- Attention to detail and problem-solving skills
What We Offer
- Competitive salary and benefits package
- Opportunity to work on premium spa, wellness, hospitality, and luxury projects
- Exposure to specialized hydrothermal and wellness equipment
- International supplier and procurement exposure
- Professional and collaborative working environment
- Career growth and development opportunities
- Opportunity to contribute directly to the successful delivery of high-end wellness projects
Apply now!