Procurement Specialist

Main purpose of the job:

To manage and execute procurement activities

related to event operations, ensuring the timely sourcing of items and

services such as rentals, technical equipment, venue needs, and logistics,

while maintaining quality, cost efficiency, and vendor reliability.

Duties and Responsibilities:

• Procurement Operations:

o Process purchase requests for event-related items (e.g., staging, lighting, furniture, audio, AV, decor, logistics).

o Obtain competitive quotations and select suitable vendors based on price, quality, location, and delivery time.

o Issue purchase orders and follow up on confirmations, shipments, and delivery deadlines.

o Ensure urgent and last-minute needs are handled efficiently, especially for time-sensitive projects.

• Vendor Management:

o Maintain a reliable, categorized vendor database covering all main event items.

o Ensure each major project requirement has at least one active vendor in all key regions (Riyadh, Jeddah, Dammam, Abha, etc.).

o Coordinate with vendors for technical clarifications, scheduling, and service delivery.

o Support in evaluating vendor performance post-project.

• Cost Control & Negotiation:

o Work closely with project managers, operations, and technical teams to fully understand material/service requirements.

o Coordinate delivery and handover schedules to align with event timelines.

o Provide clear communication on procurement statuses and expected delivery.

• Documentation & Systems:

o Record and track all POs, invoices, and supplier interactions via the ERP system (Odoo).

o Ensure accurate data entry and document archiving for audit readiness.

o Follow procurement policies and escalate exceptions for approval.

• Market Knowledge & Sourcing:

o Stay updated with market trends, new vendors, and pricing developments in the events supply chain.

o Identify local vendors in new cities when projects expand regionally.

o Maintain agility in sourcing during peak season and short-notice requests.

Qualifications:

o Bachelor’s degree in supply chain management, Business Administration, or a related field.

o Minimum of 2–3 years of experience in procurement.

o Previous experience in events and exhibitions is highly preferred and will be a major advantage.

o Strong negotiation and communication skills.

o Ability to manage multiple requests under pressure and meet tight deadlines.

o Familiarity with ERP systems (e.g., Odoo) and procurement workflows.

o High attention to detail and commitment to timely delivery