Urwah Admin

Independent Food Company

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 Driven to create unique home-grown food concepts that bring people together, the Independent Food Company is a UAE-based hospitality company with multiple concepts under its umbrella &ndash; SALT, Parker&rsquo;s, Grind, Somewhere, Public, Soil and Kumo.
 
 
 
 
 
 We are presently seeking to hire a highly qualified
 
 Procurement Specialist - Capex
 
 to join our Procurement &amp; Supply Chain team in the UAE. This is a senior operational role requiring deep knowledge of F&amp;B and hospitality procurement across multiple categories &mdash; including kitchen equipment, stainless steel custom fabrication, HVAC, MEP, coffee equipment, fit-out, and related Capex works.
 
 
 
 
 
 The role demands a candidate who can independently manage the full procurement cycle &mdash; from receiving and prioritizing incoming requests, through RFQ, negotiation, comparison, and approval, to delivery tracking and payment follow-up. The ideal candidate is highly organized, commercially sharp, and brings enough industry knowledge to hit the ground running with minimal onboarding.
 
 
 
 
 
 
 Key Responsibilities:
 
 
 
 
 
 
 
 1. Delivery Tracking, Expediting &amp; Follow-Up
 
 
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 Own the end-to-end delivery tracking process for all open Capex purchase orders &mdash; maintaining a live tracker with ETAs, milestones, and status for every line item across all active projects.
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 Conduct daily proactive follow-up with suppliers on all active and at-risk deliveries &mdash; calls, emails, and written confirmations logged without exception.
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 Identify delays early, assess impact on project timelines, and escalate with a clear summary and resolution plan.
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 Coordinate with site teams, project managers, warehouses, and logistics contacts to confirm receipt, inspection, and sign-off on all delivered goods.
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 Chase outstanding delivery confirmations, test certificates, warranties, O&amp;M manuals, and close-out documentation from suppliers.
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 Resolve delivery discrepancies independently &mdash; short shipments, wrong specs, damaged goods &mdash; and document all outcomes and supplier responses.
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 Maintain a comprehensive delay log and expediting history per supplier and PO, used as the basis for vendor performance reviews.
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 </ul>
 
 
 
 
 
 2. Incoming RFP &amp; Request Management
 
 
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 Act as the primary point of contact for all incoming procurement requests from internal teams, project managers, and site operations across all brands and locations.
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 Log, categorise, and prioritise every incoming request &mdash; ensuring nothing is missed, duplicated, or left without a clear owner and timeline.
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 Scope out each request with the requestor: clarify technical specifications, quantities, urgency, and budget parameters before initiating procurement action.
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 Track each request through its full lifecycle: intake &rarr; RFQ &rarr; bids received &rarr; comparison &rarr; approval &rarr; PO issuance &rarr; delivery &rarr; close-out.
 </li>
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 Follow up proactively on open requests pending information, internal approvals, or supplier responses.
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 Maintain a shared, real-time request log providing full visibility of every active and pending item at any point.
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 Flag stalled, overdue, or escalated requests with a clear status update and recommended next action.
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 </ul>
 
 
 
 
 
 3. RFQ, Negotiation &amp; Bid Management
 
 
 <ul>
 <li>
 Independently prepare, issue, and manage RFQs for all Capex equipment and services &mdash; including commercial kitchen equipment, cold rooms, cooking lines, stainless steel fabrication, HVAC, MEP, FF&amp;E, coffee equipment, and fit-out works.
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 Ensure all RFQs are issued with complete, accurate technical specifications, scope of work, and commercial terms.
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 Drive competitive tendering &mdash; secure a minimum of three qualified bids per RFQ and manage the full submission and clarification process.
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 Lead commercial negotiations with shortlisted vendors on pricing, delivery schedules, payment terms, and warranty conditions &mdash; targeting best value, not just lowest price.
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 Identify and challenge inflated pricing, unreasonable lead times, or unfavorable terms and push back with data and market knowledge.
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 Document all negotiation outcomes, agreed concessions, and final commercial positions for every award.
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 </ul>
 
 
 
 
 
 4. Comparison Sheets &amp; Approval Packages
 
 
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 Produce detailed, professional bid comparison matrices &mdash; covering price, delivery, payment terms, warranty, spec compliance, and quotation vs. rate card analysis &mdash; ready for sign-off without rework.
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 Prepare complete approval submission packages: vendor recommendation with full commercial justification, savings summary, risk notes, and all supporting documents.
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 Ensure every comparison sheet and approval pack is audit-ready and aligned with the company's approval authority matrix and financial controls.
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 Manage the full approval workflow &mdash; routing documents to the right stakeholders, tracking sign-offs, and escalating bottlenecks proactively.
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 Maintain a master approval log across all active procurement activities.
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 </ul>
 
 
 
 
 
 5. Vendor Management &amp; Supplier Development
 
 
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 Build and maintain strong working relationships with key suppliers across all F&amp;B and Capex categories in the UAE market.
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 Develop and maintain a preferred vendor list with up-to-date commercial terms, lead times, and performance ratings.
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 Conduct periodic vendor performance reviews based on delivery reliability, quality, responsiveness, and commercial competitiveness.
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 Identify and onboard new suppliers to strengthen the vendor base and ensure competitive tension across all categories.
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 Manage supplier capacity checks for rush orders and project acceleration requirements.
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 Ensure all vendors are properly registered, compliant, and maintain valid documentation on file.
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 </ul>
 
 
 
 
 
 6. Payment Follow-Up &amp; Reporting
 
 
 <ul>
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 Track all payment milestones per PO &mdash; advance payments, delivery payments, and retention releases &mdash; against agreed contractual terms.
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 Liaise with Finance to ensure invoices are submitted correctly, approved, and processed on time.
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 Review all supplier invoices for accuracy against PO terms: quantity, price, milestone completion, and supporting documentation.
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 Maintain a real-time payment status log and flag disputes, non-conforming invoices, or outstanding payments before they become issues.
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 Provide regular procurement performance reports: open RFQs, delivery status, savings achieved vs. budget, and vendor scorecard updates.
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 </ul>
 
 
 
 
 
 Requirements:
 
 
 <ul>
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 5+ years of progressive procurement experience, with a focus on Capex and technical categories.
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 Deep, hands-on knowledge of F&amp;B and hospitality equipment procurement &mdash; this is mandatory. Categories must include: commercial kitchen equipment, cold rooms, cooking lines, extraction systems, dishwashing, stainless steel custom fabrication, coffee equipment, and similar.
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 Proven experience procuring HVAC, MEP, FF&amp;E, and fit-out works for F&amp;B or hospitality projects specifically in the UAE.
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 Demonstrated ability to independently manage the full procurement lifecycle across multiple concurrent projects without close supervision.
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 Strong track record of supplier negotiation &mdash; able to challenge pricing, drive savings, and secure favorable commercial terms.
 </li>
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 Experience managing delivery tracking and expediting across 50+ open purchase orders simultaneously.
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 Proven ability to prepare professional comparison sheets, bid analysis documents, and approval packages to a standard ready for senior sign-off.
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 Solid understanding of UAE market suppliers, pricing benchmarks, and lead times across F&amp;B Capex categories.
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 <li>
 Experience working across multiple brands or projects simultaneously within a hospitality or F&amp;B group is highly preferred.
 </li>
 </ul>
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Procurement Specialist - CAPEX

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Independent Food Company

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Procurement Specialist - CAPEX