Careers

Role Purpose:

The Procurement Officer shall support the Procurement Manager in the delivery of procurement, purchasing, tendering, contract administration and supplier management activities across Khansaheb Property Management's portfolio of residential, commercial, retail, industrial and mixed-use developments.
The role is responsible for ensuring the timely procurement of goods, services, maintenance contracts, specialist subcontractors, CAPEX works and operational requirements whilst achieving best value, quality, compliance and service delivery standards.
The position should work closely with Property Management, Facilities Management, Leasing, Projects, Finance and Operations teams to support the successful delivery of KPM's services and projects.
The Officer will be working across divisions when required, to support other business units of Khansaheb, especially Contracting and Lifestyle businesses.

Key Task and Responsibilities:

 1. Procurement Operations
Manage day-to-day procurement activities in accordance with company procedures.
Source materials, equipment, services and subcontractors.
Obtain competitive quotations from Vendors
Prepare comparative statements and commercial evaluations.
Issue purchase orders and procurement documentation.
Ensure timely delivery of goods and services.

2. Tendering & Commercial Evaluation
Assist in the preparation of RFQs, RFPs and tender packages.
Coordinate submissions & proposals from suppliers and contractors.
Prepare commercial comparison reports.
Assist Procurement Manager with negotiations and recommendations.

3. Vendor Management
Maintain approved Vendor databases.
Source and prequalify new suppliers and subcontractors.
Monitor supplier performance and service quality.

4. Facilities Management & Property Procurement
Coordinate procurement for MEP, HVAC, FF&FA, Elevators, and similar specialist maintenance contracts.
Negotiate and close Blanket orders, rate cards & AMC for both materials and services.
5. Projects & Capital Works Procurement
Support procurement for refurbishment, renovation and CAPEX projects.
Obtain quotations from contractors, suppliers and consultants.

6. Contract & Documentation Control
Maintain procurement records and filing systems.
Track contract expiry and renewal dates.
Maintain purchase order registers and procurement logs.

7. Financial & Cost Control
Generate GRNs & review monthly financial listing,
Coordinate with suppliers/FM/Finance teams for processing invoices & payments.
Assist in budget monitoring and expenditure tracking.
Support cost-saving initiatives and market benchmarking.

8. Compliance
Ensure compliance with company procurement procedures and delegated authorities.
Support audit requirements and ethical procurement practices.

9.Tenant & Customer Service
Maintain positive tenant relationships and ensure timely response to enquiries.
Coordinate tenant communications, notices and service requests.
Support tenant fit-outs, access arrangements and operational requirements where applicable.

10.Contractor & Vendor Management
Coordinate contractor visits, scope clarifications and service delivery.
Monitor contractor performance against contractual KPIs.
Verify completed works prior to invoice processing.
Ensure contractor compliance with HSE and site requirements.

11. Procurement & Financial Administration
Assist in obtaining quotations and processing purchase requisitions.
Coordinate purchase orders, GRNs and invoice verification.
Coordinate with Finance regarding invoices, payment follow-up and discrepancy resolution.
Ensure operational documentation (POs, GRNs, service reports and contracts) is complete and submitted on time to include closing of all Work Orders.
Monitor operational expenditure against approved budgets and assist with forecasting.
Track contract expiry dates and renewal requirements.
Maintain petty cash records where applicable.
Provide supporting documentation for internal and external audits.

12. Property Administration & Compliance
Maintain property files, asset registers and document control systems.
Monitor statutory inspections, testing and certification schedules.
Coordinate Authority inspections where required.
Maintain warranty records, maintenance history and compliance registers.

Experience, Knowledge and Skills:

Bachelor’s Degree in Business Administration, Engineering, Procurement, Supply Chain Management,  or equivalent.
CIPS qualification or working towards certification (preferred).
5 + years procurement experience, preferably in UAE
Experience within Property Management, Facilities Management, Real Estate, Construction or Building Services sectors.
Knowledge of local contractors & service providers.