Procurement & Office Admin Officer ( )

Location: Bengaluru

Reporting To: Procurement Manager / Country Manager

Job Purpose
The role is responsible for managing supplier relationships, procurement operations, and optimization of purchasing efficiency (70%). Additionally, the role will ensure smooth office administrative operations through logistics coordination, facility management, documentation, and employee support services (30%).

Key Responsibilities
A. Procurement Responsibilities (70%)
• Act as the primary liaison with suppliers to strengthen partnerships, improve pricing, and achieve better purchasing power.
• Collaborate closely with Sales Teams to source and obtain quotes for IT equipment and services required by customers.
• Source, evaluate, onboard, and approve new suppliers as per company standards.
• Maintain the “Preferred Supplier” database by brand/category and continuously assess market alternatives.
• Lead negotiation and awarding of supplier contracts, commercial terms, and pricing for deals/projects.
• Identify and conduct periodic supplier performance reviews and resolve disputes related to pricing, delivery, or quality.
• Maintain supplier certification compliance and update database in coordination with Sales/Service teams.
• Ensure accuracy and updates of supplier brand associations within internal systems.
• Analyze procurement data, generate reports, and highlight opportunities or risk areas for management action.
• Optimize internal procurement processes to drive operational efficiencies and cost savings.
• Manage procurement dashboards and daily workloads to meet KPIs and business objectives.
• Handle internal procurement needs and contract negotiation for office goods/services as required.
• Support the purchasing team through mentoring and knowledge-sharing.
• Undertake additional procurement-related projects or tasks assigned by management.

B. Office Administration Responsibilities (30%)
• Coordinate with logistics teams and vendors for timely dispatch/collection of goods at customer sites.
• Maintain uptime of office assets and update the office asset register regularly.
• Ensure uninterrupted office utilities and manage timely payments to utility vendors.
• Oversee general office setup, housekeeping, consumables, and infrastructure upkeep.
• Arrange travel bookings for engineers, sales, project team members, and other traveling employees.
• Support general administrative activities to maintain a productive and safe work environment.

Qualifications & Skills
• Minimum 3 years of procurement experience, preferably in IT hardware procurement (servers, storage, networking, telephony, etc.)
• Experience in IT/Telecom industry and vendor management.
• Knowledge of:

o Hardware maintenance contracts
o Software licensing (especially Microsoft)
• Experience with order processing tools such as Salesforce (SFDC) and/or NetSuite.
• Strong English communication skills (spoken & written). Japanese or Korean language skills are an advantage.
• Customer-centric mindset with excellent organizational and coordination skills.
• Strong negotiation, analytical, and problem-solving abilities.
• High attention to detail, accuracy, and compliance.

Behavioral Competencies
• Proactive and self-driven
• Multi-tasking and time management capability
• Team collaboration and transparency
• Ability to work calmly under pressure and tight deadlines

Employment Type
Full-Time (On-site / Hybrid as per business requirement)