Buyer – Admin & HR Procurement

Role Overview

The Buyer – Admin & HR Procurement will support end-to-end sourcing and procurement activities related to Administrative, Facility Management, Lease Rental, and HR requirements. The role involves vendor identification and coordination, commercial negotiations, lease management, PR-to-PO processing, cost comparison analysis, contract administration, and ensuring timely availability of services and materials in compliance with company procurement policies. This position requires strong coordination skills, attention to detail, analytical ability, negotiation capability, and a service-oriented mindset.

Key Responsibilities

Admin-Related Procurement

• Manage procurement of office supplies, stationery, and pantry items
• Coordinate facility management services including housekeeping, security, pest control, and other facility-related services
• Procure office equipment such as printers, furniture, workstations, and related accessories
• Support Annual Maintenance Contract (AMC) tracking and renewals
• Coordinate arrangements for corporate events and employee engagement activities
• Facilitate travel and accommodation bookings as per company policy
• Ensure timely processing of Purchase Requisitions (PR) to Purchase Orders (PO)
• Maintain vendor database and vendor performance records
• Conduct cost comparisons and negotiate within defined authority limits

Lease Rental Management

• Manage procurement support for office, branch, warehouse, fleet hub, and other leased premises
• Coordinate with Business, Admin, Finance, and Legal teams for new lease acquisitions, renewals, amendments, and lease closures
• Support commercial negotiations with landlords, property owners, and real estate consultants to achieve competitive commercial terms
• Review lease proposals and ensure compliance with company procurement policies and approval workflows
• Coordinate execution of lease agreements and maintain trackers for lease expiry, 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 commercial obligations, and other lease-linked financial commitments
• Maintain centralized records of lease agreements and ensure documentation is audit-ready
• Identify opportunities for lease cost optimization through commercial renegotiation, benchmarking, and space consolidation
• Coordinate with internal stakeholders and external landlords to resolve commercial and operational issues related to leased properties

HR-Related Procurement

• Coordinate with employee benefits vendors (GMC/GTL insurance support)
• Assist in onboarding and managing Training & Development program vendors
• Liaise with recruitment agencies for billing and documentation support
• Coordinate background verification services
• Manage procurement of employee gifting and onboarding kits
• Support payroll and HRMS vendor coordination
• Track contract validity and renewal timelines for HR vendors

Operational Responsibilities

• Ensure adherence to procurement policies and approval workflows
• Prepare comparative statements, vendor evaluation reports, and commercial analysis
• Monitor delivery timelines and resolve vendor-related issues
• Maintain procurement documentation and ensure audit readiness
• Support budget tracking, spend analysis, and cost optimization initiatives
• Ensure timely contract renewals and effective vendor performance management

Skills & Qualifications

• Bachelor's degree in Commerce, Business Administration, Supply Chain Management, or a related field
• 6+ years of experience in Procurement, preferably handling Admin, Facility Management, HR, and Lease Rental categories
• Good knowledge of sourcing, commercial negotiations, PR-to-PO cycle, contract management, and vendor management
• Experience in lease commercial negotiations and lease agreement administration preferred
• Strong analytical and commercial evaluation skills
• Strong MS Office skills (Excel, Word, PowerPoint)
• Good negotiation and coordination skills
• High attention to detail and documentation accuracy
• Strong communication and stakeholder management abilities