Job Description

Job Title:

Admin Executive - Purchase Department- Arabic Speaker

Department:

Procurement / Purchase

Reports To:

Purchase Manager / Head of Procurement

Location:

Ras Al Khaimah

Job Purpose:

The Admin Executive - Purchase Department is responsible for providing administrative and clerical support to the purchasing team. The role ensures smooth coordination of purchase activities, documentation, supplier communication, and inventory-related follow-ups to support timely and efficient procurement operations.

Key Responsibilities:1. Administrative Support

Assist the Purchase Manager in day-to-day procurement operations and documentation. Prepare, process, and maintain purchase orders (POs), supplier contracts, and related correspondence. Maintain and update supplier databases, price lists, and purchase records. Ensure all purchase documents are properly filed and easily accessible for audit and reference.

2. Coordination & Communication

Communicate with suppliers for quotations, order confirmations, and delivery schedules. Follow up on pending orders, delivery timelines, and invoice submissions. Coordinate with internal departments (accounts, warehouse, and operations) to ensure purchase requirements are fulfilled on time. Liaise with logistics and warehouse teams for shipment tracking and goods receiving.

3. Reporting & Analysis

Prepare periodic reports on purchase status, pending orders, and supplier performance. Assist in tracking purchase budgets and comparing with actual spending. Update management on procurement progress and highlight any delays or issues.

4. Inventory & Documentation

Maintain accurate records of material requests, purchase requisitions, and approvals. Ensure GRNs (Goods Received Notes) and supplier invoices are verified and submitted for payment. Monitor stock levels and coordinate with the warehouse for replenishment.

5. Compliance & Process Improvement

Ensure all procurement activities comply with company policies and approval procedures. Support internal and external audit requirements related to procurement documentation. Identify opportunities for process improvement and assist in implementing more efficient purchase workflows.

Qualifications & Skills:

Bachelor's degree in Business Administration, Supply Chain Management, or a related field. 2-4 years of experience in administrative or procurement support, preferably in retail or trading companies. Proficient in MS Office (Excel, Word, Outlook) and ERP systems. Strong organizational and multitasking skills. Excellent communication and coordination abilities. Detail-oriented, proactive, and able to meet deadlines.
Job Type: Full-time

Pay: AED6,000.00 - AED8,000.00 per month