Job Description

The Procurement & Planning Coordinator plays a vital role in ensuring the accuracy, efficiency, and integrity of the procurement process. This position focuses on verifying subcontractor bills, identifying discrepancies, and supporting procurement planning to ensure cost-effectiveness and compliance with agreed terms. Working closely with the Procurement & Quantity Surveying Manager, suppliers, and internal teams, the Coordinator helps streamline purchasing, manage quotations, and align procurement activities with project schedules. The role requires a detail-oriented, assertive, and confident professional capable of ensuring supplier accountability while supporting smooth project delivery.Key Responsibilities:

• Verify subcontractor bills and invoices to ensure they are accurate, compliant with contracts, and aligned with agreed terms.

• Identify and resolve discrepancies in supplier documentation, payments, and quotations.

• Assist the Procurement & Quantity Surveying Manager in liaising with suppliers and subcontractors regarding terms, quantities, and agreed pricing.

• Source, compare, and consolidate quotations to achieve cost efficiency and ensure best-value procurement.

• Support the preparation and administration of purchase orders, supplier agreements, and procurement documentation.

• Forecast and schedule material requirements based on project timelines and operational needs.

• Coordinate closely with project managers, accounts, operations and other relevant stakeholders to ensure smooth procurement and planning processes.

• Track procurement schedules to ensure timely delivery of materials and services.

• Monitor contractual compliance, budgetary limits, and procurement deadlines.

• Conduct price comparisons and maintain records to support procurement cost efficiency.

• Consolidate bills, quotations, and supplier documentation to ensure proper certification and approval processes.

• Maintain accurate records of supplier agreements, quotations, and procurement related correspondence.

• Support the preparation of interim reports and cost analyses for management.

• Collaborate with various departments to identify cost-saving opportunities and process improvements.

• Communicate assertively with suppliers and subcontractors to resolve billing or contractual discrepancies.

Knowledge and Skills Required:

• Strong attention to detail with the ability to spot mistakes in invoices, bills, and contracts.

• Confident and assertive personality, with strong negotiation and communication skills.

• Analytical and problem-solving capabilities with a solution-oriented approach.

• Proficiency in Microsoft Excel, Word, and procurement-related databases/workflows.

• Ability to work effectively under pressure, manage multiple tasks, and meet deadlines.

• Strong relationship-building skills with both internal teams and external suppliers.

• Excellent written and spoken English; Maltese language skills will be considered an asset.

Education and Training

• Minimum 1–2 years’ experience in procurement, planning, or a related administrative role; experience in construction or a similar industry would be preferred.

• Qualification in Procurement, Supply Chain, Business Administration, or a related field preferred.

• Valid European passport or work permit for Malta.

• Clean police conduct certificate (to be presented).

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