Workplace Experience Coordinator

The Procurement Operations Executive will support end-to-end procurement for workplace events, employee engagement programs, leadership visits, and office requirements. The role focuses on requirement validation, vendor coordination, quotation analysis, Purchase Order (PO) tracking, invoice support, budget reporting, and procurement compliance in partnership with the Workplace Experience (WEP), Procurement, and Finance teams. Shift timings: General Shift (8AM to 5PM, 9AM to 6PM, 10AM-7PM, 12PM to 9PM). Work schedule: 6 days/week. Scheduled weekly hours: 48.

Responsibilities

Manage procurement requirements for workplace events, engagement programs, leadership visits, and office initiatives; Collect clear specifications, quantities, timelines, and budgets from internal stakeholders; Coordinate with approved vendors to obtain competitive quotations within defined timelines; Prepare commercial comparison statements and support vendor selection based on cost, quality, service, and compliance; Raise and track purchase requisitions and coordinate PO creation, approval, amendment, utilization, and closure; Validate quotations, POs, Statements of Work (SOWs), invoices, and supporting documents against approved scope and budget; Monitor event and operational spend, identify variances, and maintain accurate budget-utilization trackers; Coordinate vendor onboarding and ensure required due-diligence and compliance documents are complete; Follow up with vendors and internal teams for timely delivery, invoice submission, and payment processing; Maintain procurement records, approvals, quotations, POs, invoices, and closure documents for audit readiness; Prepare periodic MIS reports covering PO status, spend, savings, procurement turnaround time, and pending actions; Support cost optimization, vendor benchmarking, process standardization, and continuous improvement initiatives; Escalate procurement delays, documentation gaps, budget deviations, or policy non-compliance to the relevant stakeholders; Worked as back-up for WEP Ambassador for all day to day events and support Key Deliverables; Quotation and commercial comparison tracker; Purchase requisition and PO status tracker; Budget utilization and variance report; Procurement savings and cost benchmark report; Vendor onboarding and compliance tracker; Invoice and payment follow-up tracker; Vendor performance scorecard; Monthly procurement MIS and leadership dashboard; Complete procurement documentation and audit-ready repository

Requirements

Graduate degree required, preferably in Commerce; 2-5 years of experience; Proficient in data analysis with core competencies in vendor management, price comparison analysis, numerical and data analytics, procurement pricing, and creating comparison spreadsheets; Bachelor's degree in commerce, Business Administration, Supply Chain, Facility Management, or related field; 2 to 5 years of experience in procurement operations, workplace services, facilities, or event procurement; Experience in quotation analysis, vendor coordination, PO management, invoice processing, and budget tracking; Good working knowledge of procurement policies, approval workflows, commercial terms, and financial processes; Proficiency in Microsoft Excel trackers, MIS reports, cost comparisons, and data analysis; Strong analytical, organizational, communication, stakeholder management, and follow-up skills; Ability to manage multiple requirements, meet timelines, and work independently with attention to detail

Nice to have

Exposure to SAP, ServiceNow, or similar procurement/ERP systems is preferred; Knowledge of Power BI is an advantage