Procurement Assistant (Interior Fit Out Works)

About this role

• Basic Function:

The Procurement Assistant supports the procurement team in sourcing materials, following up with suppliers, maintaining procurement records, and coordinating documentation related to project requirements. This role plays a key part in ensuring timely delivery of materials and services, proper documentation of procurement activities, and smooth coordination between site teams, suppliers, and the Procurement Manager.

• Major Duties and

Responsibilities

• Supplier Coordination & RFQ Management
• ● Prepare and issue Requests for Quotation (RFQs) to suppliers and subcontractors as directed by the Procurement Manager.
• ● Follow up on quotation submissions, clarify missing or incomplete information, and log all responses accurately.
• ● Maintain a supplier database and regularly update contact details, product ranges, and commercial terms.
• Procurement Documentation
• ● Assist in the preparation and formatting of Purchase Orders (POs) and subcontract agreements.
• ● Ensure proper filing of all procurement records including quotations, PO copies, delivery notes, and invoices.
• ● Track and maintain logs for POs, material deliveries, and supplier performance.
• Material Tracking & Delivery Coordination
• ● Liaise with suppliers to confirm delivery schedules and update internal delivery trackers.
• ● Support coordination with the site/store teams to ensure materials are received, checked, and documented properly.
• ● Follow up on delayed deliveries or discrepancies and report issues to the Procurement Manager.
• Pricing & Cost Records
• ● Assist in preparing price comparison sheets and cost summaries.
• ● Support the estimation or commercial team with sourcing of material rates during tender preparation.
• ● Help maintain a historical pricing database for commonly used materials and services.
• ● Administrative Support
• ● Coordinate with finance for invoice processing and payment tracking.
• ● Organize supplier documents for prequalification, compliance checks, and contract execution.
• ● Help schedule procurement-related meetings and record minutes if required.
• ● The employee may be required to undertake any other duties or responsibilities as assigned by the management from time to time, in line with the role and organizational needs.

Requirements

• 1.

Qualifications

• ● Diploma or Bachelor’s Degree in Business Administration, Procurement, Supply Chain, or a related field.
• ● 1–3 years of experience in a procurement support or administrative role, in the interior fit-out sector.
• ● Familiarity with procurement workflows in the UAE is a plus.
• Specific Job Abilities:
• ● Proficient in MS Office (Excel, Word, Outlook).
• ● Familiar with procurement or ERP systems (experience with systems like Oracle, SAP, or Zoho is an advantage).
• ● Basic understanding of construction materials, fit-out components, and supply chain processes.
• ● Strong organizational and coordination skills.
• ● Good written and verbal communication.
• ● Attention to detail and accuracy in documentation.
• ● Ability to manage multiple tasks and meet deadlines in a fast-paced environment.
• ● Team player with a proactive and positive attitude.