Administrator - Procurement

Headquartered in Dubai, UAE, The First Group is a dynamic, integrated global property developer with a fast-growing portfolio of upscale hotels, residential properties, F&B brands and real estate asset management services. Since our launch in 2005, we have carved a highly successful niche offering unrivalled property investment opportunities in high-growth markets to clients from more than 70 countries worldwide.

We were among the first developers to identify the tremendous potential in providing private investors the opportunity to purchase hotel guestrooms, suites and serviced apartments in our collection of upscale properties located in highly popular locations across Dubai. We back up our success with a list of International Property awards along with strategic partnerships with companies such as Wyndham Hotel group, Millennium Hotels, Emirates Airlines and Jumeirah Hotels and Resorts.

To successful candidates, we offer a diverse progressive corporate working environment with clear growth potential along with award winning sales & marketing tools, a state of the art showroom featuring Dubai’s only virtual helicopter tour and endorsements from a number of international sporting celebrities.

This role involves administrative tasks, ensuring rest of the staff has adequate support to work efficiently.

The tasks of the Procurement Administrator will include (but are not limited to) working with excel tables, communication with suppliers and colleagues, writing and updating reports and general follow up.

The Procurement Administrator ensures smooth running of the office and contributing to successful running of projects.

· Copy, scan and store documents

· File documents in physical and digital records

· Update reports, assuring necessary information being available at all times.

· Retrieve files / reports when requested by other departments

· Manage the flow of procurement related documentation within the organization

· Keep track of documentation flow with other departments and vendors.

· Communicate with other departments to clarify requirements

· Prepare, issue and receive tender documents and RFQs

· Prepare tender comparisons in agreed format

· Communicate with vendors, clarify details, request information, arrange samples.

· Prepare official online procurement documents (PRs and POs) for approval

· Issue documents / correspondence to vendors (e.g. regret letters, POs)

· Attend meetings / trade shows, build and maintain effective relationships with suppliers.

· Maintain confidentiality around sensitive information and terms of agreement

· Prepare ad-hoc tasks on projects as needed

· Coordinating and processing invoices, ensuring accuracy and timeliness, while collaborating with the finance/construction teams to resolve billing discrepancies.

· Assisting with data entry tasks and accurately inputting information into relevant systems and databases.

· Generating reports and summaries as needed to provide valuable insights to the construction team.

· Providing administrative support, such as scheduling meetings, managing correspondence, and maintaining filing systems.

· Minimum of 5 years of previous administrative experience, showcasing a proven track record of reliability and competence.
· Proficiency in Microsoft Excel is essential, with the ability to utilize advanced functions and formulas to analyze data and generate reports.
· Strong attention to detail, with a commitment to accuracy and precision in all tasks undertaken.
· Background in construction or procurement is advantageous, though not essential.
· Previous work with contracts and drafting contractual documents is considered a strong plus.
· Fluency in English is required, and proficiency in additional languages is a plus.