Administrator - Procurement

The First Group; Dubai; On-site; AED 120,000 - 200,000; Full time

Job summary

A dynamic global property developer in Dubai is seeking a Procurement Administrator to ensure efficient office support and handle procurement documents. The ideal candidate will have at least 5 years of administrative experience and be proficient in Microsoft Excel. Responsibilities include managing procurement documentation, communicating with vendors, and assisting the construction team with reports. This role offers a progressive corporate environment with growth potential.

Qualifications

• Minimum of 5 years of previous administrative experience.
• Proficiency in Microsoft Excel, including advanced functions and formulas.
• Strong attention to detail with a commitment to accuracy.

Responsibilities

• Ensure the smooth running of the office and support staff.
• Communicate with suppliers and colleagues.
• Prepare and process procurement-related documents.

Skills

Proficiency in Microsoft Excel

Attention to detail

Communication skills

Job description

Overview

Headquartered in Dubai, UAE, The First Group is a dynamic, integrated global property developer with a fast-growing portfolio of upscale hotels, residential properties, F&B brands, and real estate asset management services. Since our launch in 2005, we have carved a highly successful niche offering unrivalled property investment opportunities in high-growth markets to clients from more than 70 countries worldwide.

We were among the first developers to identify the tremendous potential in providing private investors the opportunity to purchase hotel guestrooms, suites, and serviced apartments in our collection of upscale properties located in highly popular locations across Dubai. We back up our success with a list of International Property awards along with strategic partnerships with companies such as Wyndham Hotel Group, Millennium Hotels, Emirates Airlines, and Jumeirah Hotels and Resorts.

To successful candidates, we offer a diverse, progressive corporate working environment with clear growth potential, award-winning sales & marketing tools, a state-of-the-art showroom featuring Dubai’s only virtual helicopter tour, and endorsements from international sporting celebrities.

Job Description

This role involves administrative tasks, ensuring the rest of the staff has adequate support to work efficiently.

The tasks of the Procurement Administrator will include (but are not limited to) working with Excel tables, communicating with suppliers and colleagues, writing and updating reports, and general follow-up.

The Procurement Administrator ensures the smooth running of the office and contributes to the successful execution of projects.

• Copy, scan, and store documents
• File documents in physical and digital records
• Update reports, ensuring necessary information is available at all times
• Retrieve files/reports when requested by other departments
• Manage the flow of procurement-related documentation within the organization
• Keep track of documentation flow with other departments and vendors
• Communicate with other departments to clarify requirements
• Prepare, issue, and receive tender documents and RFQs
• Prepare tender comparisons in an agreed format
• Communicate with vendors, clarify details, request information, arrange samples
• Prepare official online procurement documents (PRs and POs) for approval
• Issue documents/correspondence to vendors (e.g., regret letters, POs)
• Attend meetings/trade shows, build, and maintain effective relationships with suppliers
• Maintain confidentiality around sensitive information and terms of agreement
• Prepare ad-hoc tasks on projects as needed
• Coordinate and process invoices, ensuring accuracy and timeliness, while collaborating with finance/construction teams to resolve billing discrepancies
• Assist with data entry tasks and accurately input information into relevant systems and databases
• Generate reports and summaries to provide insights to the construction team
• Provide administrative support such as scheduling meetings, managing correspondence, and maintaining filing systems

Desired Skills & Expertise

• Minimum of 5 years of previous administrative experience, with a proven track record of reliability and competence
• Proficiency in Microsoft Excel, including advanced functions and formulas for data analysis and report generation
• Strong attention to detail, with a commitment to accuracy and precision
• Background in construction or procurement is advantageous but not essential
• Experience with contracts and drafting contractual documents is a plus
• Fluency in English is required; proficiency in additional languages is a plus