Procurement and Logistic Coordinator

Job Description – Purchasing & Logistics Coordinator

Lighting & Smart Home Solutions DAL Group

1. Job Summary

The Purchasing & Logistics Coordinator is responsible for coordinating procurement activities, supplier communications, inventory replenishment, shipping arrangements, and logistics operations to ensure the timely and cost-effective availability of lighting products, smart home devices, electrical accessories, and installation materials.

The role supports daily business operations by managing purchase orders, following up with local and international suppliers, coordinating import shipments, monitoring delivery schedules, and maintaining accurate procurement and logistics documentation.

The position requires close coordination with the Sales, Design, Projects, Warehouse, Finance, and Technical teams to ensure smooth material flow, efficient inventory management, and timely fulfillment of customer and project requirements.

2. Key ResponsibilitiesA. Purchasing & Procurement

• Process purchase requisitions and prepare purchase orders (POs) based on approved requirements.
• Source lighting fixtures, LED drivers, control systems, smart switches, sensors, automation devices, electrical accessories, and installation materials.
• Coordinate with local and international suppliers to obtain quotations, pricing, product availability, and delivery schedules.
• Compare supplier quotations based on cost, quality, specifications, lead time, and payment terms.
• Negotiate pricing and delivery arrangements within approved authority limits.
• Follow up on purchase orders to ensure timely production, dispatch, and delivery.
• Maintain updated supplier records, purchasing documentation, and product price lists.
• Coordinate product samples, replacements, and procurement of special-order items.
• Support supplier performance evaluations and identify alternative sourcing opportunities.
• Ensure all purchasing activities comply with company policies and approval procedures.

B. Logistics & Import Coordination

• Coordinate international shipments with manufacturers, freight forwarders, shipping agents, and local transport providers.
• Arrange and monitor air, sea, and local transportation of goods.
• Follow up on shipment readiness, booking confirmations, departure schedules, and estimated arrival dates.
• Prepare and verify shipping documents, including commercial invoices, packing lists, bills of lading, air waybills, and certificates of origin where required.
• Coordinate with customs clearance agents to facilitate timely import clearance in Kuwait.
• Monitor shipment progress and proactively report delays or discrepancies.
• Coordinate collection, transportation, and delivery of imported and locally purchased materials.
• Verify shipping charges, freight quotations, and logistics invoices against approved arrangements.
• Maintain accurate shipment tracking records and regularly update expected delivery dates.
• Assist in resolving shipment damage, shortages, incorrect deliveries, and supplier-related logistics issues.

C. Inventory & Warehouse Coordination

• Coordinate with the Warehouse team to monitor stock levels and identify replenishment requirements.
• Assist in establishing reorder points and minimum stock levels for frequently used lighting and smart home products.
• Monitor incoming goods and coordinate receiving schedules with warehouse personnel.
• Ensure delivered quantities and product descriptions match purchase orders and supplier documents.
• Follow up on stock discrepancies, missing items, damaged goods, and incorrect deliveries.
• Maintain accurate records of pending orders, incoming shipments, and available inventory.
• Support inventory planning for showroom requirements, customer orders, and installation projects.
• Coordinate stock transfers between warehouses, showrooms, and project sites.
• Assist with stock reconciliation and periodic inventory counts.

D. Project Procurement & Material Coordination

• Coordinate with Lighting Design, Smart Home, Sales, and Project teams to identify material requirements.
• Review approved material requests, product specifications, and project delivery deadlines before processing procurement.
• Track the availability of project-specific lighting fixtures, drivers, accessories, smart home controllers, sensors, and automation components.
• Follow up on customized products, special finishes, technical specifications, and long-lead-time items.
• Maintain project material procurement schedules and communicate expected delivery dates.
• Coordinate timely material availability for installation and project execution teams.
• Inform relevant departments of potential shortages, supplier delays, and alternative sourcing options.
• Support urgent procurement requirements while maintaining purchasing controls.

E. Supplier & Vendor Management

• Develop and maintain professional relationships with approved local and international suppliers.
• Ensure timely communication regarding quotations, order confirmations, shipments, and product availability.
• Maintain an organized supplier database with pricing, lead times, payment terms, and contact details.
• Track supplier delivery performance, responsiveness, and product quality concerns.
• Coordinate supplier claims relating to damaged, defective, incomplete, or incorrect products.
• Assist in identifying reliable and cost-effective suppliers for new product categories.
• Support sourcing activities for new lighting collections and smart home technologies.

F. Documentation, Systems & Reporting

• Maintain purchase orders, quotations, supplier invoices, shipment documents, and delivery records.
• Update purchasing and logistics information in the company's ERP or inventory management system.
• Prepare and maintain purchase order tracking reports and shipment status reports.
• Coordinate with Finance to verify supplier invoices, payment requests, and outstanding supplier balances.
• Maintain records of procurement costs, freight charges, and landed costs.
• Prepare periodic procurement and logistics performance reports.
• Ensure proper filing and traceability of purchasing and shipping documentation.
• Support process improvements to reduce purchasing delays, unnecessary expenses, and operational inefficiencies.

3. Core Competencies

Competency

Expected Capability

Procurement Management

Ability to manage purchasing processes, quotations, purchase orders, and supplier follow-ups.

Logistics Coordination

Knowledge of import shipments, freight arrangements, customs documentation, and local delivery operations.

Product Knowledge

Understanding of lighting fixtures, LED drivers, smart home products, control systems, and electrical accessories.

Supplier Relationship Management

Ability to communicate professionally, follow up effectively, and maintain reliable supplier relationships.

Negotiation Skills

Ability to negotiate competitive prices, delivery schedules, and commercially favorable terms.

Inventory Coordination

Understanding of stock monitoring, reorder levels, inventory movement, and replenishment procedures.

Planning & Organization

Ability to manage multiple purchasing requirements, shipping schedules, and deadlines simultaneously.

Attention to Detail

Accuracy in product codes, quantities, technical specifications, pricing, and shipment documents.

Cost Awareness

Ability to monitor purchasing costs, freight charges, and opportunities for savings.

Problem-Solving

Ability to respond effectively to supplier delays, shortages, shipping issues, and urgent requirements.

Cross-Functional Coordination

Ability to work efficiently with Sales, Design, Warehouse, Finance, and Project teams.

ERP & Computer Proficiency

Competence in purchasing software, inventory systems, Microsoft Excel, and reporting tools.

Communication Skills

Clear, professional verbal and written communication with internal teams and international suppliers.

Time Management

Ability to prioritize urgent orders while maintaining accurate records and consistent follow-up.

4. Qualifications & Experience

Education

• Bachelor's degree or diploma in Supply Chain Management, Logistics, Business Administration, Procurement, or a related discipline.

Experience

• Minimum 2–4 years of experience in purchasing, procurement, logistics, or supply chain coordination.
• Previous experience in lighting, electrical products, smart home solutions, construction materials, or technical trading companies is preferred.
• Experience coordinating international suppliers, particularly manufacturers in China, Europe, and the GCC, is an advantage.
• Familiarity with Kuwait import procedures and freight forwarding operations is preferred.

Technical Skills

• Proficiency in Microsoft Excel, Word, and Outlook.
• Working knowledge of ERP, purchasing, and inventory management systems.
• Familiarity with Incoterms such as EXW, FOB, CIF, and DDP.
• Understanding of international shipping documents and customs clearance requirements.
• Basic ability to interpret lighting and smart home product specifications, model numbers, and technical datasheets.
• Good command of written and spoken English; Arabic is an advantage.

5. Key Performance Indicators (KPIs)

KPI

Measurement

Purchase Order Accuracy

Percentage of purchase orders issued without errors.

On-Time Procurement

Percentage of purchased materials delivered within the required timeline.

Supplier Delivery Performance

Percentage of supplier orders delivered by the confirmed date.

Shipment Coordination Efficiency

Percentage of shipments cleared and delivered according to plan.

Procurement Cost Efficiency

Savings achieved through sourcing, quotation comparisons, and negotiations.

Inventory Availability

Availability of required products and materials against approved demand.

Documentation Accuracy

Accuracy and completeness of procurement and shipping records.

Project Material Readiness

Percentage of project materials available by the required installation date.

Order Follow-Up Efficiency

Timeliness of purchase order and shipment status updates.

Supplier Issue Resolution

Average time required to resolve shortages, defects, and delivery discrepancies.

6. Authority & Accountability

The Purchasing & Logistics Coordinator is responsible for coordinating and executing approved purchasing and logistics activities within company policies.

The position may obtain quotations, recommend suppliers, prepare purchase orders, coordinate shipments, and follow up on outstanding material requirements. However, final approval of purchases, supplier contracts, payment commitments, and major commercial decisions remains with the designated authorized manager.

The position is accountable for ensuring accurate documentation, timely communication, reliable order tracking, and effective coordination between suppliers and internal departments.

Pay: KD250.000 - KD350.000 per month

Work Location: In person