Administrative Executive

GMG; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

A global well-being company in Dubai is looking for a procurement specialist to manage vendor relations and streamline procurement processes across GCC and Southeast Asia. The ideal candidate will have advanced Excel skills and experience with e-commerce workflows, providing critical support for digital initiatives. This role requires excellent organizational and communication abilities, ensuring timely project execution in a fast-paced environment.

Qualifications

• Strong understanding of digital marketing spend categories.
• Ability to produce dashboards showing digital spend and ROI metrics.
• Exceptional attention to detail and organizational skills.

Responsibilities

• Initiate and track Purchase Requisitions and Purchase Orders.
• Maintain an up-to-date procurement tracker for vendors.
• Negotiate terms with vendor for marketing automation platforms.

Skills

Effective working relationships

Understanding of e-commerce workflows

Communication skills

Planning and organizing

Education

Advanced Excel proficiency

Proficiency with Coupa

Tools

JIRA

Confluence

Google Ads

Shopify

Job description

Overview

Who we are?

GMG is a global well-being company retailing, distributing and manufacturing a portfolio of leading international and home-grown brands across sport, everyday goods, health and beauty, properties and logistics sectors. Under the ownership and management of the Baker family for over 45 years, GMG is a valued partner of choice for the world's most successful and respected brands in the well-being sector. Working across the Middle East, North Africa, and Asia, GMG has introduced more than 120 brands across 12 countries. These include notable home-grown brands such as Sun & Sand Sports, Dropkick, Supercare Pharmacy, Farm Fresh, Klassic, and international brands like Nike, Columbia, Converse, Timberland, Vans, Mama Sita's, and McCain.

Job Summary:

The role holder is responsible for smooth procurement, vendor relations, and administrative operations across our GCC and Southeast Asia markets. You’ll be the backbone that keeps POs, PRs, invoices, and subscriptions organized and on track—so our digital initiatives run without a hitch.

You will also partner closely with our e-commerce and platform teams to source digital services, tools, and integrations that accelerate online sales and enhance site performance.

Role Responsibilities

• Initiate, track and follow up on Purchase Requisitions (PRs) and Purchase Orders (POs) in Coupa.
• Maintain an up-to-date tracker with statuses, invoice numbers and Goods Received Notes (GRNs). Coordinate with Digital and Finance teams across GCC & SEA to secure timely approvals and payments.
• Drive procurement of digital assets (e.g. Digital Marketing Ads, cms services, designers freelancers,) and ensure vendor SLAs support peak online traffic.
• Match vendor invoices against approved PRs/POs. Liaise with internal approvers to verify amounts, then submit and attach approvals in Coupa. Monitor invoice lifecycle through to payment, flagging any regional delays.
• Ensure invoices for platform subscriptions, API usage fees, and performance marketing services are accurately coded to digital cost centers. (google cloud, Shopify etc..)
• Serve as primary contact for vendor inquiries on payment status, missing documentation or contract terms. Maintain and update a vendor contact log and priority payment list for both GCC and SEA vendors.
• Build strong relationships with e-commerce platform providers (e.g., Sales Force, Shopify Plus) and digital marketing agencies to accelerate time-to-market.
• Track digital platform/tool subscriptions: renewal dates, owners and points of contact. Flag upcoming expirations and coordinate renewals or cancellations with stakeholders in all regions. Maintain shared access records and legal/contract files as needed.
• Negotiate volume, payment gateways and marketing automation platforms.
• Keep digital records of all PRs, POs, invoices, contracts and approvals. Adhere to naming conventions and folder structures for easy retrieval and audit readiness.

Skills & Experience

• Establishing and maintaining effective working relationships with other department staff, management, and vendors.
• Deep understanding of e-commerce workflows, platform architecture and digital marketing spend categories.
• Maintain ongoing communication and respond to any questions related to current or prior purchases.
• Ability to produce dashboards showing digital spend by channel, ROI on tech investments, and vendor performance metrics.
• Preparing clear, concise reports and correspondences.
• Familiarity with JIRA/Confluence or similar tools to track digital project deliverables.
• Planning and organizing work to meet changing priorities and deadlines.
• Must have excellent communication, computer, documentation, presentation and interpersonal skills.

Educational Qualifications

• Advanced Excel proficiency—formulas, pivot tables, macros and data analysis—for maximum efficiency.
• Proficiency with Coupa (or similar e-procurement systems).
• Exceptional attention to detail, organizational skills and follow-through.
• Strong communication skills, with a collaborative “can-do” attitude.
• Ability to juggle multiple priorities and deadlines across multiple time zones.
• Experience sourcing and managing digital services (cloud, SaaS, platform integrations) within an e-commerce or digital agency environment.
• Working knowledge of key e-commerce platforms (Shopify, Salesforce Commerce Cloud) and digital marketing tools (Google Ads, Meta Business Manager, marketing automation).