POSITION SUMMARY

The Procurement and Office Administrator plays a pivotal dual role in managing the day-to-day operations of the office and coordinating procurement processes across departments including Sales, R&D, and Production. This role ensures smooth facility operations, effective supplier relationships, and timely procurement and delivery of materials critical to business continuity and production planning.

QUALIFICATIONS

• Diploma or equivalent in Business Administration, Procurement, Logistics, or related discipline.
• Minimum 2–3 years of relevant experience.
• Familiarity with supply chain and logistics workflows.

SKILLS AND COMPETENCIES

• Attention to detail and documentation accuracy.
• Strong organizational and planning abilities.
• Effective communication and negotiation skills.
• Proficiency in Microsoft Office (Excel, Word).
• Experience with procurement/inventory systems preferred.
• Collaborative and team-oriented mindset.

• Oversee general office upkeep, cleanliness, and functionality.
• Manage facility maintenance and servicing schedules.
• Maintain stock of stationery and office consumables.
• Coordinate with vendors for repairs, services, and supply contracts.
• Request, review, analyse supplier quotations, negotiate and prepare cost analysis / tabulation to achieve cost savings and operational/ efficiency.
• Source and procure materials requested by Sales for site applications.
• Purchase R&D lab consumables and production consumables/equipment.
• Raise and manage purchase orders with key suppliers and ensure timely delivery according to project or operational requirements.
• Maintain materials inventory to support upcoming production builds.
• Provide support to Coval’s Abu Dhabi office.
• Prepare and issue Delivery Notes (DN) and request Goods Receipt Notes (GRN).
• Confirm quantity/specification of received goods.
• Purchase and manage production packaging materials.
• Coordinate label printing and verification.
• Issue and track ‘Samples Product Request’ forms in coordination with Sales or R&D teams.
• Receive Sales POs and issue tax invoices accordingly.
• Issue DN for local customers collecting products from Coval office.
• Check courier charges and seek Sales approval before arranging sample shipments.
• Arrange sample deliveries to customers using FedEx, including documents such as CIPL, MSDS, and DGD to be prepared and attached.
• Communicate shipment updates to customers and monitor delivery status until receipt.
• Print sales materials such as brochures, product labels, posters, etc.
• Coordinate local deliveries via Lalamove.