Buyer – Admin & HR Procurement:
Role Overview:
The Buyer – Admin & HR Procurement will be responsible for managing end-to-end sourcing and procurement activities across Administration, Facility Management, Lease Rentals, and HR-related categories. The role includes vendor sourcing and management, commercial negotiations, contract and lease administration, PR-to-PO processing, spend analysis, and ensuring the timely procurement of goods and services in compliance with company procurement policies.
The ideal candidate should possess strong negotiation, analytical, stakeholder management, and coordination skills, along with a service-oriented approach and a keen eye for detail.
Key Responsibilities:
Administration Procurement:
- Manage procurement of office supplies, stationery, pantry items, and other administrative requirements.
- Coordinate procurement for facility management services, including housekeeping, security, pest control, and maintenance services.
- Source and procure office infrastructure such as furniture, workstations, printers, and related equipment.
- Track and manage Annual Maintenance Contracts (AMCs), ensuring timely renewals.
- Support procurement requirements for corporate events, employee engagement initiatives, and office activities.
- Coordinate travel and accommodation bookings in line with company policies.
- Ensure timely conversion of Purchase Requisitions (PRs) into Purchase Orders (POs).
- Maintain an updated vendor database and monitor vendor performance.
- Conduct cost comparisons and negotiate commercial terms within the approved authority limits.
Lease Rental Management:
- Manage procurement support for office spaces, branches, warehouses, fleet hubs, and other leased facilities.
- Collaborate with Business, Administration, Finance, and Legal teams for new lease acquisitions, renewals, amendments, and lease closures.
- Participate in commercial negotiations with landlords, property owners, and real estate consultants to secure competitive lease terms.
- Review lease proposals and ensure compliance with procurement policies and internal approval processes.
- Coordinate lease agreement execution and maintain trackers for lease expiries, renewals, rent escalations, security deposits, lock-in periods, and notice periods.
- Process lease-related PRs, POs (where applicable), rental invoices, and payment coordination.
- Monitor rental payments, Common Area Maintenance (CAM) charges, utility-related obligations, and other lease-associated commercial commitments.
- Maintain centralized lease documentation and ensure audit readiness.
- Identify opportunities for lease cost optimization through renegotiation, benchmarking, and space utilization initiatives.
- Coordinate with internal stakeholders and external landlords to resolve commercial and operational issues related to leased properties.
HR Procurement:
- Coordinate with employee benefits vendors, including Group Medical Cover (GMC) and Group Term Life (GTL) insurance providers.
- Support onboarding and management of Training & Development partners.
- Coordinate with recruitment agencies for billing, documentation, and vendor management.
- Manage background verification vendor coordination.
- Oversee procurement of employee onboarding kits, corporate gifting, and engagement materials.
- Support coordination with payroll and HRMS service providers.
- Track contract validity, renewals, and compliance for HR-related vendors.
Operational Responsibilities:
- Ensure compliance with procurement policies, governance standards, and approval workflows.
- Prepare comparative statements, vendor evaluations, commercial assessments, and sourcing recommendations.
- Monitor procurement timelines and proactively resolve vendor-related issues.
- Maintain procurement records and documentation to support audit and compliance requirements.
- Support budget monitoring, spend analysis, and cost optimization initiatives.
- Ensure timely contract renewals and drive effective vendor performance management.
Skills & Qualifications:
- Bachelor's degree in Commerce, Business Administration, Supply Chain Management, or a related discipline.
- Minimum 6 years of procurement experience, with exposure to Administration, - Facility Management, HR, and Lease Rental procurement categories.
- Strong understanding of sourcing, commercial negotiations, procurement lifecycle (PR-to-PO), contract administration, and vendor management.
- Prior experience in lease commercial negotiations and lease agreement management will be an added advantage.
- Excellent analytical and commercial evaluation capabilities.
- Proficiency in Microsoft Office, particularly Excel, Word, and PowerPoint.
- Strong negotiation, communication, and stakeholder management skills.
- High attention to detail with strong documentation and record management capabilities.
- Ability to manage multiple stakeholders and priorities while delivering high-quality procurement support.
