Procurement Assistant (Interior Fit Out Works)

1. Basic Function

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.
• **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 the 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.