Procurement Executive FF&E, Projects

Emaar Hospitality Group

Dubai, UAE

Ref: NP094-43

Job description / Role

Employment: Full Time

The Procurement Executive is responsible for ensuring procurement of FF&E is done in a quick and cost-effective manner while ensuring adherence to Emaar procurement policies & procedures.

The Procurement Executive reports directly to the Senior Manager.

The Procurement Executive will interact internally with the Procurement and Finance Team as well as externally with the Suppliers.

PRINCIPAL ACCOUNTABILITIES

Procurement
- Review Interior Designers specifications and finalize finishes and materials.
- Review and set up of Procurement Schedules on Procurement System.
- Enter specifications details into the procurement system.
- Support Senior Manager in implementing Emaars procurement management plan and strategy by reviewing bids for cost optimization throughout Emaars projects.
- Source products on the local and international market for opportunities to reduce cost.
- Prepare tender packages and floats out requests for quotations to shortlisted suppliers.
- Reviews commercial bids on a preliminary basis which includes scrutinizing terms & conditions, payment terms, delivery period, warranty, after sales service, insurance and any other applicable terms mentioned in the quotation.
- Coordinates technical evaluation of quotes and bids with the end user / department making the request.
- Ensures that all tender operations are coordinated smoothly till the award of contract is issued.
- Ensures purchase orders are issued on time and in compliance with Emaars established purchasing policies & procedures.
- Coordinates with suppliers to ensure on-time delivery of goods in compliance with the project milestones.
- Takes corrective action in case of damaged good to ensure prompt and correct delivery of items.
- Coordinate with site consultants such as fit-out contractor / MEP on various FF&E issues.
- Ensures any amendments / cancellation in the order are issued / processed.
- Coordinate with forwarder on all logistics aspects (goods pick up, shipping, clearance).
- Coordinate with warehouse manager on warehouse activities (loading-off loading, deliveries to site).
- Supervise installation contractor.
- Obtain all projects related certificates from vendors related to light fixtures and materials.
- Coordinate with accounts on payments.

Warehousing & Deliver
- Plans, organizes, implements and controls work procedures, schedules and programs related to delivery.
- Coordinates with warehouse to ensure that all received items are safely stored for timely delivery as per approved and prescribed procedure.
- Completes assigned tasks within given deadlines.

Vendor Management
- Prepares a database of all suppliers and assists Senior Manager to finalize and implement the approved suppliers list to ensure that best suppliers are chosen to provide service.
- Conducts meetings with vendors and keeps abreast with the market place.
- Coordinate with suppliers and designers on approvals of samples, prototypes, shop drawings, etc.
- Coordinates with vendors until goods ordered for are received.
- Develops and maintains good relations with key external contacts such as suppliers, consultants, etc to ensure that EMAAR is given the required level of attention and service.
- Reviews vendor performance and provide feedback.
- Ensures high level customer satisfaction.

Site supervision
- Procurement executive must conduct site visits to familiarize with construction progress, room inspections and advice on issues pertaining to any of the FF&E items.
- During installation, Procurement executive to schedule daily site visits to monitor progress and inspect rooms.

Reports & Administration
- Discuss work progress to Senior Manager on a daily / weekly basis.
- Ensures all purchase orders are available with proper documentation, authorization and cost codes.
- Assist Senior Manager in various tasks.
- Reports savings achieved on a monthly basis to Senior Manager.
- Reports any major purchasing issues that require managers attention.
- Informs Senior Manager about receipt of damaged or incorrect items.
- Assists Senior Manager in updating the Purchase Policy & Procedure, obtaining authority matrix for manager and above to sign in absence of department head.
- Assists Senior Manager with any changes and updates in PCM system.

Requirements

- Graduate degree of Business Course or equivalent.
- Certificate in Procurement Course for at least 1 year is an advantage.
- Minimum 3-4 years procurement experience in a company with small to large operations.

Skills
- Intermediate skills in Microsoft Office suite (Word, Excel, PowerPoint & Outlook).
- Sound knowledge of any Procurement application.
- Sound knowledge of suppliers in the relevant market.
- Basic English language skills required.
- Ability to communicate clearly and precisely (written & oral).
- Good inter-personal skills.
- Strong ability to negotiate with external and internal customers.
- Ability to work under pressure.

COMPETENCIES
- Analytical Thinking
- Attention to Detail
- Facilitation
- Planning & Organizing
- Presentation Skills
- Leadership
- Management
- Technical Functional Knowledge

About the Company

Emaar Hospitality Group LLC, the wholly owned subsidiary of Dubai-based global property developer Emaar Properties PJSC, manages the company’s growing roster of hospitality and leisure projects. Emaar has expanded into hospitality and leisure in line with its Vision 2010 to become one of the most valuable companies in the world through a two-pronged approach of geographic expansion and business segmentation.

With total assets of development value US$1 billion (AED 3.67 billion), Emaar Hospitality owns and manages a diversified portfolio of hospitality assets such as hotels, serviced residences, golf resorts, Dubai Polo and Equestrian Club, recreation clubs, the Dubai Marina and associated yacht club.

Emaar Hospitality Group’s vision is to be recognized as the premier global provider of personal, innovative and memorable lifestyle experiences.

In tandem with the development and management of first class leisure facilities, Emaar Hospitality has rolled out The Address Hotels + Resorts, with a commitment to building a world-class 5 star hotel chain in under a decade.

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