Procurement Specialist

About This Role

Procurement Specialist

Riyadh, Saudi Arabia

Full-time

On-site

Job Summary

We are looking for a detail-oriented and proactive Procurement Specialist to support the day-to-day execution of the company's procurement activities for our fitness equipment, pools, spas, water features, and fountain projects. Reporting to the Procurement Manager, this role is responsible for managing vendor relationships, issuing purchase orders, tracking shipments, and coordinating with internal stakeholders across operations, warehouse, sales, and finance. The ideal candidate is highly organized, strong on follow-up, comfortable working within ERP systems, and able to keep multiple orders, vendors, and deliveries on track without losing detail.

Key Responsibilities

1. Vendor Relations & Communication

Serve as the day-to-day point of contact with assigned local and international vendors.

Request quotations, compare offers, and prepare bid analyses based on price, lead time, quality, and payment terms.

Maintain accurate vendor records, including contact details, agreements, payment terms, and performance notes.

Build and maintain professional working relationships with suppliers to support long-term reliability.

2. Purchase Order Creation & ERP Management

Create and process purchase orders in Oracle NetSuite based on approved purchase requests and demand from sales and operations.

Verify accuracy of items, quantities, pricing, currency, delivery dates, and Incoterms before issuing each purchase order.

Send purchase orders to vendors, confirm acceptance, and follow up on order acknowledgments.

Maintain clean and up-to-date procurement records and item data in the ERP system.

3. Vendor Communication & Order Follow-Up

Communicate regularly with vendors on order status, production timelines, dispatch, and any changes to scope or pricing.

Follow up persistently on open purchase orders to keep delivery dates on track.

Resolve order discrepancies, short shipments, damaged items, and quality issues with vendors.

Escalate vendor performance issues or risks to the Procurement Manager in a timely manner.

4. Sea Shipment & Logistics Tracking

Track sea, air, and land shipments from origin to final delivery, monitoring estimated and actual arrival dates.

Coordinate with freight forwarders and customs clearance agents to ensure timely processing through Saudi Customs and FASAH.

Collect and verify shipping documents — commercial invoices, packing lists, bills of lading, certificates of origin, and SABER/SASO certificates.

Maintain a live shipment tracker and proactively flag delays or risks to internal stakeholders.

5. Operations, Warehouse & Sales Coordination

Coordinate with operations and project teams to align procurement activities with project schedules and site requirements.

Work closely with the warehouse team on expected arrivals, receiving schedules, and goods receipt confirmations.

Communicate clear and realistic delivery timelines to the sales team to support customer commitments.

Provide regular updates on stock arrivals, shortages, and procurement status to relevant internal teams.

6. Finance Liaison & Payment Processing

Submit payment schedules and payment requests to the finance team, ensuring complete supporting documentation.

Follow up on advance payments, milestone payments, and final payments to vendors based on agreed terms.

Liaise between vendors and the finance department to resolve invoice mismatches, missing documentation, and payment delays.

Support cash flow planning by sharing upcoming payment commitments with finance.

7. Documentation & Reporting

Maintain organized procurement files, including purchase orders, vendor quotations, contracts, and shipping documents.

Prepare regular procurement status reports — open purchase orders, in-transit shipments, pending payments, and outstanding follow-ups.

Support the Procurement Manager with vendor performance data, cost tracking, and ad-hoc analyses.

Ensure proper audit trail and documentation discipline across all procurement activities.

Qualifications

Bachelor's degree in Supply Chain, Business Administration, Engineering, or a related field.

3–5 years of experience in a procurement, purchasing, or supply chain role.

Hands-on experience creating purchase orders and managing vendors in an ERP system; Oracle NetSuite experience is strongly preferred.

Practical knowledge of sea freight, Incoterms, customs clearance, and Saudi import requirements (FASAH, SABER, SASO).

Experience procuring for AEC, construction, MEP, or aquatic/water feature projects is a plus.

Strong organizational skills with the ability to manage multiple purchase orders, shipments, and vendors at the same time.

Comfortable working with data — able to read reports, track statuses, and identify discrepancies.

Proficiency in Microsoft Office, particularly Excel and Outlook.

Fluency in Arabic and English is required.

Key Competencies

Vendor management and negotiation basics

Purchase order accuracy and ERP discipline

Shipment tracking and logistics coordination

Cross-functional coordination and follow-through

Attention to detail and structured follow-up

Clear and proactive communication

Problem identification and escalation judgment

Reliability, ownership, and accountability