Procurement Coodinator

I. Position Overview
The Procurement Coordinator is responsible for sourcing, purchasing, and coordinating the supply of materials, equipment, and services required for interior design and fit-out projects.
This position ensures that all procurement activities are carried out efficiently, cost-effectively, and in full compliance with the company's quality standards, commercial procedures, and project timelines.
The role also supports tender activities, contract administration, and supplier management to ensure successful project delivery and cost optimization.
II. Key Responsibilities
1. Sourcing & Procurement
- Source and evaluate suppliers for materials, equipment, and services related to ID/Fit-out and construction projects.
- Request and compare quotations, ensuring price competitiveness, quality compliance, and supplier reliability.
- Prepare purchase requests and purchase orders following company policies and project requirements.
- Maintain up-to-date knowledge of materials, products, and market pricing trends to support cost efficiency.
2. Contract & Negotiation
- Negotiate pricing, payment terms, and delivery schedules with suppliers to achieve the best value for the company.
- Coordinate with the Procurement Manager to prepare and review procurement contracts, ensuring compliance with legal and commercial requirements.
- Manage supplier performance and resolve issues related to product quality, delivery, or after-sales service.
3. Payment & Documentation
- Coordinate with the Finance and Project teams to prepare and follow up on supplier payments according to agreed terms.
- Ensure all purchase records, contracts, and supplier data are properly documented and archived.
- Track order status, delivery progress, and receipt of goods to ensure timely project execution.
4. Tender Support
- Support the Commercial and Tender teams by sourcing vendor quotations and preparing supplier cost comparisons.
- Assist in preparing tender documents, BOQ pricing, and material inquiries for project bids.
- Ensure that supplier and subcontractor data are accurate and up to date in the tender database.
5. Coordination & Communication
- Coordinate closely with internal departments (Design, QS, Project, and Finance) to ensure smooth procurement operations.
- Communicate effectively with suppliers and internal stakeholders to resolve procurement-related issues.
- Participate in project and procurement meetings when required.
6. Additional Responsibilities
- Contribute to supplier evaluation and approval processes.
- Support in cost control, risk assessment, and procurement strategy development.
- Ensure compliance with company procurement policies, ethical standards, and confidentiality requirements.
- Perform other tasks as assigned by the Procurement Manager or Head of Commercial.