Procurement Coordinator(Events & Exhibitions Industry Only)

Job Summary

We are seeking a highly organized and experienced Procurement Coordinator to manage the end-to-end procurement process for events and exhibitions. This role is responsible for vendor sourcing, purchasing, contract negotiation, cost control, inventory, and logistics coordination to ensure timely delivery of high-quality materials and services within budget.

Key Responsibilities

Vendor Sourcing & Management

• Identify, evaluate, and onboard suppliers for event-related services (staging, AV, lighting, catering, branding, etc.)
• Build and maintain strong relationships with reliable vendors
• Conduct market research and negotiate competitive pricing and terms

Purchasing & Order Management

• Manage procurement of materials, equipment, and services for events
• Prepare and process purchase orders with proper approvals
• Coordinate with logistics teams to ensure timely delivery
• Maintain accurate procurement, inventory, and contract records

Cost Control & Budgeting

• Develop procurement plans aligned with event budgets and timelines
• Track procurement costs and ensure cost efficiency
• Prepare procurement and cost-saving reports

Contract Negotiation & Compliance

• Negotiate contracts, terms, and conditions with suppliers
• Ensure contracts comply with company policies and legal requirements
• Monitor supplier performance and resolve issues

Quality Control & Risk Management

• Ensure goods and services meet quality standards
• Address supplier delays, shortages, or quality concerns proactively

Inventory & Logistics Management

• Monitor stock levels of frequently used materials
• Track exhibition assets and promotional items
• Manage vehicles, drivers, scheduling, maintenance, and logistics operations

Internal Coordination

• Work closely with event planning, design, and logistics teams
• Communicate procurement timelines, risks, and supplier performance clearly

Required Qualifications

Education

• Bachelor’s degree in Supply Chain, Business Administration, Event Management, or related field

Experience

• 3+ years of procurement experience (events/exhibitions preferred)
• Experience managing procurement for large-scale events
• Vendor management, contract negotiation, and cost control experience
• Minimum 2 years of hands-on ERP system experience

Skills & Knowledge

• Strong negotiation and organizational skills
• Ability to manage multiple projects under tight deadlines
• Proficiency in ERP systems (SAP, Oracle, or similar)
• Knowledge of events & exhibitions suppliers and materials

Soft Skills

• Excellent communication skills
• Strong problem-solving ability
• Team-oriented and adaptable

Key Performance Indicators (KPIs)

• On-time delivery of event materials and services
• Budget adherence and cost optimization
• Supplier performance and contract compliance
• Risk reduction and issue resolution
• Successful contract negotiations

Apply now if you meet the above criteria and are ready to take ownership of exciting projects in the events and exhibitions industry.

Job Type: Full-time