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Procurement and Admin Coordinator

1 month ago

Dubai, United Arab Emirates Strategic Marketing & Exhibitions Full time

**JOB DESCRIPTION**

We are currently looking for an Events Logistic & Operation with the below job description:
**Procurement**

**1. Procurement**:

- Develop and implement procurement strategies to source materials and components required for exhibition stand construction.
- Identify and evaluate suppliers, negotiate contracts, and establish favorable terms and relationships.
- Monitor supplier performance, quality, and on-time delivery.
- Manage inventory levels and optimize material costs.
- Implement cost-saving initiatives and process improvements within the procurement function.
- Items - Awards, cards, Carpet and all items to do event production
- Wood and MDF
- Gypsum
- Paint
- Painting accessories
- Hand tools
- Electrical socket
- Lights
- Caples
- Vinyl Printing
- Banner Printing
- Melamine ( Floor, Wall)
- PVC Flooring
- Carpet (All type)
- PVC Wall Paper
- Acrylic 3D
- Acrylic Sheet
- Artificial Plant
- Fresh Plant
- Furniture (Rent Or Purchase)
- Gypsum
- Steel work

**2. Factory Operations and Stand Building**:

- Oversee the daily operations of the production facility, ensuring a safe and efficient working environment.
- Collaborate with the design and project management teams to understand project requirements and timelines.
- Plan and allocate resources, including manpower and machinery, to meet production schedules.
- Ensure the quality and craftsmanship of exhibition stands meet or exceed client expectations.
- Implement and enforce production standards and quality control processes.
- Troubleshoot and address any production issues or delays.

**3. Logistics and Supply Chain**:

- Manage the logistics and supply chain functions to ensure timely delivery of materials and finished exhibition stands.
- Coordinate transportation and shipping logistics, both domestically and internationally.
- Monitor the movement of goods to minimize lead times and reduce transport costs.

**4. Team Leadership**:

- Lead, motivate, and develop a team of production staff, including carpenters, technicians, and other skilled workers.
- Provide guidance, training, and performance feedback to enhance team capabilities.
- Foster a culture of collaboration, accountability, and continuous improvement.

**5. Budget and Cost Management**:

- Prepare and manage the production department budget, including cost forecasting and variance analysis.
- Identify opportunities for cost reduction and efficiency improvements.
- Ensure that production activities are carried out within budgetary constraints.

Qualifications:

- Bachelor's degree in Business, Supply Chain Management, Engineering, or a related field
- Proven experience in procurement, production management, and logistics within the exhibition or related industry.
- Strong leadership and team management skills.
- Excellent problem-solving and decision-making abilities.
- Knowledge of production processes, materials, and construction techniques.
- Familiarity with relevant software and tools.
- Assist and support Operation Manager on all pre and onsite event logistics including exhibition requirements, conference/event set up and registration logistics.
- Coordinates, plans and implements on-site logistics of the Registration.
- Partners: Hotels / Travel Agencies/Event Logistics Partner
- Assist Operation Manager in closing partnership with suppliers
- Coordinates with Partners/Vendors (hotels, travel agencies & Event Logistics) on the implementation of the deliverables indicated in the partnership.
- Deal with suppliers for printing marketing collaterals which includes getting new contacts, requesting quotation, preparing LPO and managing deliveries. \
- Research companies, request quotations for promotional items, equipment and others.
- Takes charge of the LPO and procurement of all Logistics requirements along with the Operations Manager
- Other duties as assigned by the position’s line manager and/or the company’s management
- Build and Maintain fruitful business relationship with suppliers

Position Requirements
- Minimum 3 years experience as Procurement Coordinator, preferably from the event industry.
- Ability to deal and close partnership with suppliers
- Communication skills (written & spoken) in English; other languages are preferable
- Negotiation Skills
- Time management skills
- Prioritization skills
- Follow-up skills
- High degree of organization

Application Question(s):

- What are your salary expectations?
- Can you join asap?

**Experience**:

- Procurement/Logistics: 2 years (preferred)