Procurement & Office Administration Officer

2 days ago

Bengaluru, Karnataka, India systemsGo Full time ₹ 12,00,000 - ₹ 24,00,000 per year

Job Title: Procurement & Office Administration Officer

Location:
Bengaluru

Department:
Operations / Procurement

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:
  • Hardware maintenance contracts
  • 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

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