Purchasing Coordinator

Company Overview

INDEX Holding, founded in 1928 and based in Dubai, UAE, is a well-established national Emirati firm. The group encompasses seven key subsidiaries engaged in sectors such as textiles, trading, conferences, healthcare, medical services, and media. Its diverse portfolio includes companies like Abdul Salam Al Madani Textile Trading & Tailoring, INDEX Trading & Investment, and others, providing a stable and multi-industry professional environment.

Role Purpose

The Purchasing Coordinator will oversee daily procurement activities specifically within the printing sector, ensuring timely availability of printing materials and supplies. The role requires familiarity with printing materials, supplier management, negotiation abilities, and strong coordination skills.

Primary Responsibilities

• Manage procurement of paper, printing supplies, consumables, and production materials according to business and production demands.
• Identify and assess suppliers by requesting and comparing quotations considering cost, quality, and delivery times.
• Negotiate pricing, payment terms, and delivery schedules to secure competitive advantages.
• Collaborate closely with Production, Sales, Warehouse, and Finance teams to understand procurement needs and ensure timely acquisitions.
• Create and process purchase orders while maintaining accurate records of all procurement transactions.
• Track order progress, delivery timelines, and address any delays or shortages with suppliers.
• Monitor inventory levels of frequently used printing materials to guarantee timely restocking.
• Verify received materials against purchase orders, coordinating with warehouse staff to resolve discrepancies.
• Maintain an up-to-date vendor database and foster positive relationships with suppliers.
• Support cost reduction efforts by identifying alternative suppliers and materials when suitable.
• Ensure that procured materials comply with required quality standards and specifications.
• Maintain thorough documentation of quotations, purchase orders, supplier invoices, and delivery records.
• Help resolve supplier-related issues involving quality, pricing, or delivery concerns.

Required Qualifications & Skills

• A minimum of 2 to 4 years’ experience in purchasing or procurement, ideally within the printing industry.
• Comprehensive knowledge of printing materials including paper types, sizes, GSM, and printing consumables.
• Proven experience working with local suppliers and managing quotation processes.
• Strong negotiation and communication capabilities.
• Excellent coordination and proactive follow-up aptitude.
• Proficient in MS Office applications, especially Excel.
• Ability to handle multiple purchase requests efficiently under tight deadlines.
• Good command of English; proficiency in Arabic is advantageous.
• Previous work experience within the UAE is mandatory.