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Job description of Admin & General Procurement Specialist / Manager Job Overview The Admin & General Procurement Specialist/Manager is responsible for efficiently managing procurement activities related to administrative and general requirements of the organization. This includes sourcing, negotiating, vendor management, purchase order execution, and ensuring compliance with company policies and procedures. The role requires strong coordination with business teams, finance, and vendors to ensure timely procurement and seamless operational execution. Key Responsibilities Procurement & Sourcing Management Analyze & validate purchase requests based on technical specifications and required timelines. Develop a strategic sourcing plan to procure materials from either OEMs or authorized vendors while aligning with requested delivery schedules. Float purchase requirements to approved vendors, ensuring completeness and accuracy of specifications. Conduct competitive vendor evaluations by securing proposals from at least three vendors. Negotiate pricing and contractual terms with vendors, optimizing from L1 to L3 bidders to secure the best offer. Prepare and submit a Price Comparison File along with vendor proposals to obtain approval from the Chief Digital Officer (CDO) or relevant business team. Coordinate with the Master Data Management (MDM) team to generate material codes upon procurement approval. Share finalized material codes with the business team and facilitate collection of Purchase Requisition Numbers (PRN). Initiate Purchase Orders (POs) in ERP Next Tool, updating vendor details, pricing, and required specifications. Support the Purchase Order team in processing PO approvals as per organizational authorization matrices. Distribute finalized POs to both business teams and vendors for execution and delivery tracking. Ensure timely follow-ups with vendors to confirm adherence to agreed delivery schedules. Validate received goods/services against purchase orders and facilitate invoice acknowledgment for Goods Receipt Note (GRN) and Work Completion procedures. Coordinate with the Accounts Payable (AP) team to initiate vendor payment processing per agreed contractual terms. Vendor Onboarding & Compliance Initiate vendor registration for new suppliers in the ERP Next Tool following procurement guidelines. Ensure proper documentation and vendor details are accurately captured within the system. Trigger vendor registration links and assist vendors in completing submission processes. Validate uploaded documents for completeness and correctness. If discrepancies arise, coordinate with vendors for resubmission or necessary corrections. Finalize vendor approvals by aligning documentation with company policies and submitting for authorization. Supervise vendor registration approval workflows until vendor code generation is successfully completed. Contract, NDA & AMC Management Obtain standard Non-Disclosure Agreement (NDA), Contract, and Annual Maintenance Contract (AMC) execution formats from the My Contract Tool and share them with vendors for completion. Review vendor-submitted contract documents and ensure compliance before uploading for Procurement Head Approval. Collaborate with Legal and Business Teams to align contract terms and facilitate required approvals. Secure validation from the Legal Team before forwarding agreements to vendors. Ensure vendors provide signed agreements with required endorsements and company seals on all pages. Facilitate internal approvals by obtaining Business Head acknowledgment with the company seal. Submit fully executed agreements to the Legal Team for final documentation and release. Skills & Competencies Expertise in procurement operations related to administrative and general supplies. Must have basic knowledge on Mechanical, Electrical, Plumbing & interior work Strong negotiation & vendor management skills to ensure cost-effective procurement. Proficiency in ERP tools (ERP Next, SAP, or similar procurement software). Ability to manage multiple vendors and sourcing requirements efficiently. Knowledge of contract management, NDAs, and compliance policies. Excellent communication & stakeholder engagement skills. Detail-oriented approach for tracking purchase orders, invoices, and approvals. Preferred Qualifications Bachelor’s degree / Business Administration, any certification in Procurement / Supply chain process, or related fields. 8+ years of experience in procurement, purchasing, or vendor management roles in the similar industries. Familiarity with ERP systems, legal compliance, and contract execution practices. Show more Show less
