Job Description

Position Summary

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The Procurement and Office Administrator plays a pivotal dual role in managing the day-to-day operations of the office and coordinating procurement processes across departments including Sales, R&D, and Production. This role ensures smooth facility operations, effective supplier relationships, and timely procurement and delivery of materials critical to business continuity and production planning.

Key Responsibilities

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Oversee general office upkeep, cleanliness, and functionality. Manage facility maintenance and servicing schedules. Maintain stock of stationery and office consumables. Coordinate with vendors for repairs, services, and supply contracts. Request, review, analyse supplier quotations, negotiate and prepare cost analysis / tabulation to achieve cost savings and operational/ efficiency. Source and procure materials requested by Sales for site applications. Purchase R&D lab consumables and production consumables/equipment. Raise and manage purchase orders with key suppliers and ensure timely delivery according to project or operational requirements. Maintain materials inventory to support upcoming production builds. Provide support to Coval's Abu Dhabi office. Prepare and issue Delivery Notes (DN) and request Goods Receipt Notes (GRN). Confirm quantity/specification of received goods. Purchase and manage production packaging materials. Coordinate label printing and verification. Issue and track 'Samples Product Request' forms in coordination with Sales or R&D teams. Receive Sales POs and issue tax invoices accordingly. Issue DN for local customers collecting products from Coval office. Check courier charges and seek Sales approval before arranging sample shipments. Arrange sample deliveries to customers using FedEx, including documents such as CIPL, MSDS, and DGD to be prepared and attached. Communicate shipment updates to customers and monitor delivery status until receipt. Print sales materials such as brochures, product labels, posters, etc. Coordinate local deliveries via Lalamove.

Qualifications

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Diploma or equivalent in Business Administration, Procurement, Logistics, or related discipline. Minimum 2-3 years of relevant experience. Familiarity with supply chain and logistics workflows.

Skills and Competencies

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Attention to detail and documentation accuracy. Strong organizational and planning abilities. Effective communication and negotiation skills. Proficiency in Microsoft Office (Excel, Word). Experience with procurement/inventory systems preferred. Collaborative and team-oriented mindset.

Working Conditions

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Office-based role with coordination responsibilities across warehouse, suppliers, and internal departments. Occasional material inspections or interaction with logistics providers may be required.