Administrative Assistant - Procurement (Data Center)

Role Overview: The General Procurement Administrative Assistant provides administrative and operational support to the Procurement Department supporting DAMAC's Data Center operations. This role will assist with handling procurement requests, purchase orders, supplier coordination, quotations, documentation, invoice follow-up, reporting and maintenance of accurate procurement records. The position acts as an integral coordination point between Procurement, Data Center teams, Finance, suppliers and other internal departments to ensure that materials and services are procured and delivered accurately, efficiently, and in accordance with company procedures. Key Responsibilities Procurement Administration • Assist with the preparation, processing, tracking, and filing of Purchase Requisitions (PRs) and Purchase Orders (POs). • Maintain organized procurement documentation and electronic records. • Update procurement trackers, order status reports, and other monitoring files. Supplier and Quotation Coordination • Send Requests for Quotation (RFQs) to approved or relevant suppliers. • Coordinate with suppliers regarding quotation submissions, order acknowledgements, delivery dates, and required documentation. • Maintain and update supplier contact information and procurement records. Data Center Procurement Support • Coordinate with Data Center stakeholders to monitor urgent and operational procurement requirements. • Assist in tracking critical orders to minimize delays that could affect Data Center activities. • Maintain clear records of Data Center procurement requests and their current status. Purchase Order and Delivery Tracking • Monitor open Purchase Orders and maintain an updated delivery schedule. • Coordinate delivery information with the requesting department, warehouse, logistics, or site personnel where applicable. • Escalate significant supplier delays or delivery issues to the responsible Procurement team member. Invoice and Payment Documentation • Assist in coordinating supplier invoices with Purchase Orders and supporting documents. • Follow up on missing invoices, delivery documentation, approvals, or other information required for payment processing. • Coordinate with Procurement, Finance, and suppliers regarding invoice documentation and payment-status queries. Procurement Reporting and Data Management Prepare periodic reports covering areas including, but not limited to: • Open Purchase Orders • RFQ status • Supplier quotations • Outstanding deliveries • Invoice/payment documentation status • Urgent Data Center procurement requirements • Assist with data preparation for management reports, meetings, audits, and procurement reviews. • Functions within the framework and boundaries of DAMAC policies as well as overall organisational and governance frameworks. Minimum Qualification • Diploma or Bachelor's degree in Business Administration, Procurement, Supply Chain, Logistics, or a related discipline Minimum Experience • 5–10 years of experience in Procurement • Previous administrative, procurement, purchasing, supply chain, or Data Center support experience is a definite advantage. • Good knowledge of procurement documentation and purchasing processes. • Strong computer skills, particularly Microsoft Office. Show more Show less

Diploma or Bachelor's degree in Business Administration, Procurement, Supply Chain, Logistics, or a related discipline

Procurement Administration: Assist with the preparation, processing, tracking, and filing of Purchase Requisitions (PRs) and Purchase Orders (POs). Maintain organized procurement documentation and electronic records. Update procurement trackers, order status reports, and other monitoring files. Supplier and Quotation Coordination: Send Requests for Quotation (RFQs) to approved or relevant suppliers. Coordinate with suppliers regarding quotation submissions, order acknowledgements, delivery dates, and required documentation. Maintain and update supplier contact information and procurement records. Data Center Procurement Support: Coordinate with Data Center stakeholders to monitor urgent and operational procurement requirements. Assist in tracking critical orders to minimize delays that could affect Data Center activities. Maintain clear records of Data Center procurement requests and their current status. Purchase Order and Delivery Tracking: Monitor open Purchase Orders and maintain an updated delivery schedule. Coordinate delivery information with the requesting department, warehouse, logistics, or site personnel where applicable. Escalate significant supplier delays or delivery issues to the responsible Procurement team member. Invoice and Payment Documentation: Assist in coordinating supplier invoices with Purchase Orders and supporting documents. Follow up on missing invoices, delivery documentation, approvals, or other information required for payment processing. Coordinate with Procurement, Finance, and suppliers regarding invoice documentation and payment-status queries. Procurement Reporting and Data Management: Prepare periodic reports covering areas including, but not limited to: Open Purchase Orders, RFQ status, Supplier quotations, Outstanding deliveries, Invoice/payment documentation status, Urgent Data Center procurement requirements. Assist with data preparation for management reports, meetings, audits, and procurement reviews. Functions within the framework and boundaries of DAMAC policies as well as overall organisational and governance frameworks.