Procurement Coordinator

Overview

1. Procurement Planning & Vendor Management

• Research, identify, and evaluate potential suppliers and subcontractors for materials and services.
• Develop and maintain reliable, cost-effective supplier partnerships.
• Maintain and update the approved vendor database, including pricing and performance records.
• Evaluate supplier performance based on quality, pricing, and delivery timelines.

2. Quotation & Offer Evaluation

• Collect, compare, and evaluate quotations from multiple suppliers.
• Prepare detailed comparison sheets for management and finance approval.
• Analyze cost, quality, and delivery conditions before finalizing purchases.
• Ensure procurement decisions align with project budgets and technical requirements.

3. Purchase Processing & Order Management

• Create and maintain accurate purchase order records in internal systems.
• Track purchase orders and ensure timely delivery of materials and services.
• Monitor stock levels and coordinate replenishment requirements.
• Follow up with suppliers to ensure order accuracy and on-time delivery.

4. Supplier Coordination & Documentation

• Coordinate with suppliers for invoices, delivery notes, and related documentation.
• Ensure proper verification and submission of supplier documents to the accounts department.
• Maintain updated records of purchases, deliveries, and procurement activities.
• Support coordination between procurement, warehouse, and finance teams.

5. Cost Control & Reporting

• Prepare procurement reports, including cost analysis and budget tracking.
• Monitor procurement expenditures and support cost optimization initiatives.
• Track procurement KPIs to improve efficiency and performance.
• Assist in preparing monthly procurement summaries and analytical reports.

6. Coordination & Internal Communication

• Work closely with project teams to understand material requirements and specifications.
• Coordinate with warehouse teams for proper storage and inventory control.
• Ensure clarity of specifications before placing orders with suppliers.
• Facilitate smooth communication between site, procurement, and finance departments.

7. Compliance & Process Improvement

• Ensure compliance with company procurement policies and approval workflows.
• Support the development and improvement of sourcing and procurement strategies.
• Identify opportunities to enhance procurement efficiency and reduce costs.
• Maintain transparency and accountability in all procurement activities.

& Qualifications

• Proven experience in procurement coordination, preferably in construction or landscaping projects.
• Strong knowledge of supplier management, purchasing cycles, and material sourcing.
• Experience handling purchase orders, invoices, and procurement documentation.
• Basic understanding of accounting coordination (invoice verification, payment follow-ups, etc.).
• Strong negotiation, analytical, and organizational skills.
• Ability to prepare reports, comparison sheets, and cost analysis documents.
• Proficiency in MS Excel and procurement or ERP systems.
• Strong communication and coordination skills with internal and external stakeholders.
• High attention to detail and ability to manage multiple procurement activities simultaneously.

Job Type: Full-time