Purchasing Coordinator

Job Summary

The Purchasing Coordinator is responsible for coordinating purchasing activities, sourcing products and materials, communicating with suppliers, processing purchase orders, monitoring deliveries, and maintaining accurate procurement records. The role ensures that required items are purchased on time, at competitive prices, and according to company specifications.

Key Responsibilities

• Coordinate daily purchasing activities and ensure timely procurement of required materials, ingredients, equipment, and supplies.
• Receive and review purchase requests from different departments and outlets.
• Source and identify reliable suppliers based on quality, price, availability, and delivery time.
• Request and compare quotations from multiple suppliers.
• Negotiate prices, payment terms, delivery schedules, and other commercial conditions with suppliers.
• Prepare and process Purchase Orders (POs) and ensure proper approvals are obtained.
• Follow up with suppliers regarding order confirmation, availability, and delivery status.
• Monitor deliveries and coordinate with warehouse/store teams to ensure items are received correctly and on time.
• Verify quantities, specifications, and prices against purchase orders and supplier documents.
• Coordinate with suppliers regarding shortages, damaged items, incorrect deliveries, and replacements.
• Maintain updated supplier records, quotation comparisons, purchase orders, and procurement documentation.
• Monitor inventory requirements and coordinate with the warehouse/storekeeper to avoid stock shortages or overstocking.
• Assist in maintaining proper warehouse and inventory control.
• Prepare purchasing reports, supplier comparisons, spending reports, and procurement summaries.
• Maintain accurate purchasing data and records using ERP systems and Microsoft Excel.
• Analyze purchasing data, supplier prices, consumption, and purchasing trends to support cost control.
• Coordinate with Finance regarding invoices, supplier statements, and payment-related documentation.
• Coordinate with Operations, Warehouse, Kitchen, and Management regarding purchasing requirements.
• Support the sourcing of new suppliers and evaluate existing supplier performance.
• Ensure purchasing activities comply with company policies, approved budgets, and procedures.
• Handle multiple purchase requests and follow up on urgent requirements efficiently.

International Logistics Responsibilities

• Coordinate logistics and shipment arrangements for products and materials purchased locally and internationally.
• Coordinate the shipment of food products and other goods between the UAE and other countries.
• Prepare and maintain shipping and export-related documents.
• Coordinate with suppliers, freight forwarders, transport companies, and internal departments regarding shipment schedules.
• Track shipments and provide regular delivery updates.
• Ensure that shipments are properly documented and delivered according to schedule.

Skills & Qualifications

• Bachelor’s degree or diploma in Procurement, Supply Chain Management, Logistics, Business Administration, or a related field.
• Experience in purchasing, procurement, logistics, or supply chain coordination.
• Strong supplier negotiation and communication skills.
• Good knowledge of purchasing procedures and inventory control.
• Experience with ERP systems and purchasing software.
• Advanced/Expert knowledge of Microsoft Excel, including reporting and data analysis.
• Strong organizational and follow-up skills.
• Ability to manage multiple suppliers and purchase orders simultaneously.
• Good analytical and problem-solving skills.
• Strong attention to detail and accuracy.
• Good written and verbal communication skills.
• Ability to work under pressure and meet deadlines.

Key Competencies

• Procurement & Purchasing
• Supplier Management
• Quotation Comparison & Negotiation
• Purchase Order Management
• Inventory & Warehouse Control
• International Logistics
• Export & Shipment Coordination
• ERP Systems
• Advanced Microsoft Excel
• Procurement Reporting
• Purchasing Analysis
• Data Management
• Cost Control
• Supplier Follow-up
• Documentation Management

Work Location: In person