Procurement Assistant (Community Management)

The Procurement Assistant supports the procurement function in sourcing, purchasing and contract administration for community and owners association operations. The role keeps goods and services for managed communities (facilities management, security, landscaping, cleaning, utilities, maintenance) procured on time, within budget and in line with company policy and owners association regulations. The role is the day-to-day link between procurement, community management teams, vendors and finance.

Day-to-Day Tasks

• Prepare and process purchase requisitions, purchase orders and vendor requests in line with approved budgets and authority limits
• Obtain, compare and tabulate quotations for community and owners association requirements, such as maintenance, security, cleaning, landscaping, MEP services and amenities
• Support tender and RFQ processes, including issuing documents, collecting submissions and preparing bid comparisons
• Maintain and update the vendor database, including trade licenses, insurance certificates and performance records
• Coordinate with community managers on service charge budgets, annual maintenance contracts (AMCs) and owners association expenditure
• Track contract renewals, expiries and pricing, and flag upcoming actions to the Procurement Manager
• Follow up with suppliers on delivery, quality and service issues, and escalate where needed
• Match purchase orders, delivery notes and invoices, and coordinate with Finance on payment queries
• Prepare procurement reports, trackers and spend summaries for owners association and management reporting
• Keep procurement records and supporting documentation accurate, complete and audit-ready
• Ensure compliance with company procurement policy and relevant owners association laws and regulations

Education & Experience

• Bachelor's degree in Business Administration, Supply Chain, Procurement, Facilities Management or a related field. A CIPS qualification or progress towards one is an advantage.
• 2–4 years' experience in a procurement, purchasing or contracts support role
• Mandatory: hands-on experience in community management and/or owners association (OA) environments, ideally with a real estate developer, master community operator or property management company in the UAE
• Familiarity with service charge budgets, AMCs and vendor management for managed communities
• Strong working knowledge of procurement processes (RFQ, tendering, PO management, vendor onboarding)
• Understanding of facilities and community services, including FM, MEP, security, landscaping and cleaning
• Good negotiation, follow-up and stakeholder coordination skills
• Strong attention to detail, accurate record-keeping and organisation
• Proficient in MS Office, especially Excel, and ERP/procurement systems (SAP, Oracle or similar)
• Excellent written and spoken English; Arabic is an advantage