Procurement and Lighting Design Coordinator

Responsible for managing the complete procurement cycle, vendor and customer onboarding, logistics coordination, material submittals, and lighting design documentation. The role ensures smooth flow from purchase order creation to warranty handling, while maintaining efficient coordination between internal teams, suppliers, and clients.


Key Responsibilities:

Procurement & Purchase Management

· Create Purchase Orders (PO) and manage the approval process.

· Prepare and maintain costing sheets for projects and procurement activities.

· Handle billing, goods receipt (MIGO), and invoice verification (MIRO).

· Manage vendor invoices and maintain records in the vendor invoice portal.

· Prepare quotations and support project teams with accurate pricing data.

· Prepare all RFPs and delay penalty documents required for suppliers for all ongoing projects.

Vendor & Customer Management

· Onboard new vendors and customers, ensuring all documentation is completed.

· Maintain up-to-date contact lists of internal, external, and local suppliers.

· Liaise with vendors for deliveries, spares, and warranty documentation.

Logistics & Stock Coordination

· Coordinate delivery notes, sales orders (SO), and shipping documentation.

· Track stock levels, spares, and sample inventory.

· Manage outbound samples and ensure proper documentation for stock movements.

· Ensure the materials are arranged and delivered to client on time.

Warranty & After-Sales Support

· Track product warranties, handle RMA (Return Material Authorization) processes, and coordinate with suppliers for replacements.

· Collect warranty letters from all suppliers and issue warranty confirmations to clients.

Lighting Design & Technical Support(Optional)

· Provide lighting design assistance and AutoCAD support for Bill of Quantities (BOQ) preparation.

· Review and prepare material submittals in compliance with project specifications.

Documentation & Coordination

· Maintain organized documentation for procurement, logistics, and warranty processes.

· Act as a key communication link between internal departments, external suppliers, and clients.

· Support project teams with timely delivery updates and material tracking.

· Prepare all RFP, delay penalty required for the supplier for all the required projects.

Requirements

Requirements:

· Basic knowledge of procurement workflows and ERP/SAP processes (MIGO, MIRO, SO, PO).

· Proficiency in Microsoft Office, AutoCAD, and lighting design software (e.g., Dialux)(Optional only).

· Excellent organizational, documentation, and communication skills.

· Attention to detail and ability to manage multiple priorities simultaneously.

· Familiarity with logistics coordination, costing, and warranty management.