Senior Procurement & Sourcing Specialist

Job Scope:
Procurement & Sourcing

. Source FF&E, materials, finishes, lighting, fabrics, accessories, and services in line with approved design specifications and project budgets

. Obtain, review, and compare quotations, lead times, MOQs, samples, and technical details

. Support value engineering where required without compromising design intent

. Maintain accurate procurement schedules aligned with project timelines and milestones

Vendor & Supplier Management

. Build and maintain strong relationships with local and international suppliers, manufacturers, and fabricators

. Coordinate samples, mock-ups, shop drawings, and approvals with suppliers and internal teams

. Track supplier performance across quality, cost, lead time, and reliability

. Support onboarding of new vendors and maintain up-to-date supplier databases

Samples Management - Ongoing

. Arrange and coordinate samples for designers upon request, ensuring:

o Sample request forms are fully completed

o Correct project references are included

o Specific questions or evaluation criteria listed in the form are clearly communicated to suppliers

. Maintain and update:

o Master Sample List

o Master Project FF&E Listing

o Master Office Stock / Sample Inventory List

. Track samples from request through receipt, issue, approval, return, or retention

. Ensure samples are clearly labelled, organised, and stored appropriately

. Proactively follow up on missing, delayed, or non-compliant samples

Project Coordination & Support

. Work closely with designers, architects, project managers, and site teams to align procurement and samples with project milestones

. Track purchase orders, deliveries, and installation timelines

. Coordinate logistics, shipping, customs clearance (where applicable), and site deliveries

. Flag risks early (delays, shortages, cost changes) and propose practical solutions

Cost Control & Documentation

. Assist in budget tracking, cost breakdowns, and procurement reporting

. Ensure accurate and complete documentation, including:

o Purchase orders

o Invoices

o Delivery notes

o Supplier contracts and sample records

. Support finance and operations teams with reconciliations and approvals

Operational Improvement

. Contribute to improving procurement processes, templates, and workflows

. Support the development of preferred supplier lists and pricing frameworks

. Assist in building scalable procurement and inventory systems as the business grows regionally

Requirements:
Key Skills & Experience

. 5-10+ years experience in procurement, sourcing, or vendor management, preferably within interior design, architecture, hospitality, real estate, or construction

. Strong working knowledge of FF&E, materials, finishes, and production timelines

. Proven experience managing procurement trackers, FF&E schedules, and sample libraries

. Highly organised with strong attention to detail and documentation discipline

. Excellent coordination, follow-up, and stakeholder management skills

. Proficient in Excel and procurement/project tracking tools

Personal Attributes

. Structured, detail-driven, and process-oriented

. Proactive, accountable, and solutions-focused

. Calm under pressure / comfortable managing multiple projects concurrently

. Strong sense of ownership and pride in execution quality

. Collaborative team player with a service mindset

EA License No.: 96C4864 (Shanice Lim Xin Ni)

Reg. No.: R22110485