Procurement Secretary

We’re Hiring – Procurement Secretary

Location: Sharjah
Industry: Construction / Engineering / Technical Services

We are looking for a highly organized and detail-oriented Procurement Secretary to support procurement operations, departmental coordination, and communication management. The ideal candidate will have a technical background, strong administrative skills, and the ability to work efficiently in a fast-paced environment.

Key Roles & Responsibilities

1. Communication & Complaint Management

• Act as the primary point of contact for the department; professionally screen and route internal and external calls to the appropriate personnel.
• Analyze incoming complaints with a technical perspective, identify root causes, and assign them to responsible teams for immediate action.
• Track complaints and inquiries end-to-end, ensuring proper follow-up until satisfactory resolution.

2. Procurement & Order Execution

• Prepare Local Purchase Orders (LPOs) for non-strategic materials, consumables, IT equipment, and other items as per Manager instructions.
• Issue inquiries and RFQs for stationery, office supplies, building materials, and technical consumables to ensure competitive pricing.
• Proactively follow up on pending orders with suppliers and internal departments to avoid delays.
• Prepare Technical and Commercial Comparison Sheets, evaluating quotations based on pricing, technical specifications, lead times, and payment terms.

3. Documentation & Supplier Compliance

• Coordinate supplier registration by collecting and verifying legal, financial, and technical documentation.
• Review annual service contracts and technical repair reports with high attention to detail.
• Coordinate with the Accounts team for completion of supplier credit application forms.
• Maintain an accurate and well-organized filing system for all procurement and departmental documents.

Required Skills & Qualifications

• Strong attention to detail, particularly in pricing and documentation accuracy.
• Excellent communication skills with good command of English and a professional accent.
• Strong active listening and verbal comprehension skills.
• Proficiency in MS Office and familiarity with ERP systems.
• High typing speed and accuracy for LPO preparation and data management.
• Effective time management skills with the ability to handle multiple urgent tasks.
• High level of confidentiality and professionalism.
• Age: Maximum 30 years.
• Experience: Proven technical background (Degree/Diploma in Engineering or experience in a technical industry).
• Resilience: Ability to work under pressure and meet tight deadlines.

Job Types: Full-time, Permanent