Procurement Coordinator

2 months ago

Dubai, United Arab Emirates Bros Mastermind Events Dubai Full time

The Procurement Coordinator for **Events and Exhibitions** is responsible for the end-to-end procurement process for event-related supplies, services, and materials. This includes vendor management, purchasing, contract negotiations, and ensuring timely delivery of goods and services that meet the company's quality standards and budget. The role requires a deep understanding of the events and exhibitions industry, as well as excellent organizational, negotiation, and communication skills.

This role is vital to the success of **events and exhibitions**, ensuring that all procurement activities are handled efficiently, cost-effectively, and in a timely manner. The Procurement Coordinator will be instrumental in delivering high-quality events and exhibition **stalls/stages/podiums** that meet the organization's goals and client expectations.

**Key Responsibilities**:

- **Vendor Sourcing and Management**:

- Identify and evaluate potential suppliers for event-related services (e.g., staging, lighting, audio-visual, catering, promotional materials, etc.).
- Establish and maintain relationships with reliable and high-quality vendors.
- Conduct market research to identify new suppliers and negotiate the best deals.
- **Purchasing and Order Management**:

- Handle the procurement of materials, equipment, and services required for events and exhibitions.
- Prepare purchase orders and ensure proper approvals are obtained.
- Ensure timely and accurate delivery of materials for events, coordinating closely with logistics teams.
- Maintain detailed records of purchases, inventory, and supplier contracts.
- **Cost Management and Budgeting**:

- Develop procurement plans aligned with event budgets and timelines.
- Ensure all purchases adhere to budgetary constraints while meeting the company's quality standards.
- Work closely with event managers to track and manage procurement costs, ensuring cost-efficiency and value for money.
- Prepare reports on procurement activities, expenditures, and cost-saving initiatives.
- **Contract Negotiation**:

- Negotiate contracts, terms, and conditions with suppliers to ensure favorable outcomes for the company.
- Review supplier contracts for compliance with legal requirements and company policies.
- Monitor contract performance and resolve any issues that arise during the contract lifecycle.
- **Quality Control and Risk Management**:

- Ensure all goods and services meet the specified quality standards and requirements.
- Address and resolve any issues related to defective or substandard materials or services.
- Develop and maintain risk management plans to address potential procurement challenges such as supplier delays, shortages, or quality concerns.
- **Coordination with Internal Teams**:

- Collaborate closely with the event planning, design, and logistics teams to understand specific event requirements.
- Ensure timely communication with stakeholders about procurement timelines, supplier performance, and any issues that arise.
- Provide input and recommendations for event planning based on supplier availability and market conditions.
- **Compliance and Documentation**:

- Ensure compliance with company procurement policies and procedures.
- Maintain accurate and organized procurement documentation, including contracts, purchase orders, and invoices.
- Monitor adherence to ethical standards in sourcing and procurement.
- **Inventory Management**:

- Monitor stock levels for frequently used materials, ensuring availability for upcoming events.
- Track usage of exhibition assets such as booth materials, promotional items, and event-specific products.
- Coordinate with storage and warehousing teams to manage event-related inventories effectively.

**Required Qualifications**:

- **Education**:

- Bachelor’s degree in Supply Chain Management, Business Administration, Event Management, or a related field.
- **Experience**:

- 3+ years of experience in procurement, preferably within the **events, exhibitions, or hospitality industries**.
- Proven track record of managing procurement processes for large-scale events.
- Experience in vendor management, contract negotiation, and cost control.
- 2 years hands on Experience in **ERP SYSTEM**:

- **Skills**:

- Strong negotiation and contract management skills.
- Excellent organizational and time management abilities.
- Strong attention to detail and the ability to manage multiple projects simultaneously.
- Proficiency in procurement software and tools, such as SAP, Oracle, or similar systems.
- Familiarity with project management tools and event management software is a plus.
- **Knowledge**:

- In-depth understanding of procurement practices and supplier management.
- Knowledge of the events and exhibitions industry, including key suppliers, materials, and services.
- Understanding of budgeting and financial control processes.
- **Soft Skills**:

- Excellent communication skills, both verbal and written.
- Strong problem-solving abil

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