Procurement Coordinator

Purchase Order (PO) Execution & Administration:

Prepare, generate, and issue Purchase Orders (POs) within the ERP system in a timely and accurate manner upon PR approval, ensuring strict alignment with factory production schedules.

Verify all PO parameters including part numbers, technical specifications, payment terms, Incoterms, delivery schedules, and price agreements—prior to supplier dispatch.

Send formal POs to approved domestic and international suppliers immediately following commercial sign-off to minimize procurement lead times and avoid manufacturing delays

Technical Sourcing & Material Procurement: Source raw materials specific to coil, Heat pipe , UV lamps and Duct Heater  manufacturing

Review Engineering Drawings, Bill of Materials (BOM), and technical specifications provided by the design team to identify exact material requirements.Vendor Management & Global Sourcing:Evaluate, audit, and negotiate with global mills, local suppliers, and international manufacturers (India, China, Asia-Pacific, Europe, USA ,GCC).

Commercial & Cost Optimization:Prepare RFQs (Request for Quotations), perform technical and commercial bid evaluations, and negotiate purchase contracts/POs.Implement value engineering strategies to achieve cost reduction target without compromising AHRI / ISO quality standards.

Track global commodity market trends (LME copper/aluminum pricing) to optimize buying windows.Logistics & Compliance (India to GCC / Global Imports):Coordinate with logistics providers, freight forwarders, and customs brokers for sea/air freight imports into Dubai (Al Quoz / DIC).

Ensure full compliance with UAE import regulations, Certificate of Origin requirements, customs duties, and GCC trade documentation.Cross-Functional Coordination:Work closely with Production, Quality Assurance (QA/QC), and Inventory teams to prevent raw material stock-outs and manage safety stock levels.

Expedite critical orders and handle Non-Conformance Reports (NCR) with suppliers for defective materials.

Review documents to open hard copy job card and update details in excel data base.

Preparation of job cards within 24 hours of time after getting the documents and issue production copy to design department.

Update the job card details at production planning excel sheet, before end of the day all new job cards data need to get updated.

Send the PO copy of all the jobs to Stores team by e-mail.

Initiate the advance payment job details to production, sales and accounts and coordinate with sales team to ensure the payment is collected on time.

As per payment terms, need to send Pro-Forma invoice to Client for payment.

Providing the delivery confirmation to customers within 24 hours after getting delivery confirmation mail from production department.

Coordinating with Clients/shipping agents/shipping line to arrange the vehicles and containers booking and loading.

For LCC shipment charges, need to send request to Procurement.

Sending instructions to Stores team for export shipment loading with reference to booking.

Arranging the original shipping documents on time to customers and ensure that the documents reached to customer before the vessel arrival in destination port. Get the document receipt confirmation from all the export clients.

Maintain a close track record for receipt & issue of shipping documents from all agencies.

Filing & Maintaining of all office documents on time as ISO procedure requirement.