Receptionist & Procurement Administrator

Receptionist / Procurement CoordinatorAbout the Role

Creation House is looking for a Receptionist & Procurement Coordinator who will be responsible for managing front-desk and administrative activities while supporting the procurement process for exhibition stand construction and project requirements.

The ideal candidate should be organized, professional, detail-oriented, and comfortable coordinating with suppliers, vendors, internal teams, and clients.

Key Responsibilities

1)Reception & Administration

• Welcome and greet visitors, clients, suppliers, and guests in a professional manner.
• Manage incoming calls, emails, and general inquiries.
• Direct visitors and calls to the appropriate departments.
• Maintain a professional and organized reception area.
• Receive and distribute incoming documents, parcels, and correspondence.
• Manage meeting room bookings and assist with scheduling meetings.
• Maintain basic administrative records and documentation.
• Provide general administrative support to the management and office team.

2)Procurement

• Coordinate the procurement of materials, furniture, hardware, graphics, electrical items, and other requirements for exhibition stand projects.
• Source and identify suitable suppliers and vendors based on project requirements.
• Request and compare quotations from multiple suppliers.
• Negotiate prices, payment terms, delivery timelines, and other commercial terms.
• Prepare purchase orders and procurement documentation.
• Follow up with suppliers to ensure timely delivery of materials and services.
• Coordinate with the Production, Design, Project Management, and Operations teams to understand project requirements.
• Maintain an updated database of suppliers, vendors, quotations, and purchase records.
• Verify quantities, specifications, quality, and pricing before placing orders.
• Coordinate deliveries to the warehouse, office, or exhibition venue as required.
• Resolve procurement-related issues, delays, shortages, or discrepancies.
• Maintain proper documentation of invoices, delivery notes, purchase orders, and supplier records.
• Support the team during exhibition buildup and dismantling when required.

Requirements

• Diploma or Bachelor's degree in Business Administration, Procurement, Supply Chain, or a related field .
• 2–3 years of experience in reception, administration, procurement, or a similar role.
• Experience in the exhibition, events, fabrication, construction, or interior fit-out industry will be an advantage.
• Good knowledge of local suppliers and vendors is preferred.
• Strong negotiation and communication skills.
• Good knowledge of Microsoft Office, particularly Excel and Outlook .