Procurement Administrator
Location: Dublin
Reporting to: Procurement Manager / Operations Manager
Department: Procurement & Design Delivery
Hours: 20 house per week, Monday - Friday 9am-1pm
About Grove & Co.
Grove & Co. is a commercial interior design, procurement and fit-out business specialising in luxury hospitality, residential, workplace and living sector developments. We manage the procurement and delivery of furniture, fixtures and equipment (FF&E) for projects ranging from show homes and hotels to large-scale residential developments.
We are seeking a highly organised Procurement Administrator to support the procurement team in delivering projects efficiently, accurately and on programme.
Role Purpose
The Procurement Administrator plays a key role in supporting the procurement and project delivery teams by coordinating supplier quotations, purchase orders, deliveries and project documentation. The role requires exceptional organisation, attention to detail and strong communication skills to ensure FF&E packages are delivered on time, within budget and to the required quality standards.
Key Responsibilities
Procurement Administration
- Prepare and issue supplier enquiries and requests for quotation.
- Obtain, compare and track supplier quotations.
- Maintain procurement schedules and procurement trackers.
- Raise purchase orders and monitor approvals.
- Ensure all supplier information is accurately recorded.
- Maintain supplier databases and pricing records.
- Monitor lead times and manufacturing programmes.
Project Coordination
- Assist Procurement Managers with live projects.
- Track procurement progress against programme.
- Coordinate deliveries with suppliers and site teams.
- Schedule installations and manage delivery calendars.
- Liaise with designers regarding specifications and approvals.
- Ensure procurement documentation remains current.
Supplier Management
- Develop strong relationships with suppliers.
- Monitor supplier performance.
- Resolve delivery and order issues promptly.
- Chase outstanding quotations and order confirmations.
- Ensure suppliers meet agreed delivery dates.
Financial Administration
- Match supplier invoices against purchase orders.
- Check pricing accuracy before invoice approval.
- Assist with project cost reporting.
- Update procurement budgets.
- Support reconciliation of procurement accounts.
- Assist with payment scheduling.
Documentation
Maintain accurate project records including:
- Procurement schedules
- Purchase order registers
- Supplier correspondence
- Delivery schedules
- FF&E trackers
- Budget trackers
- Installation schedules
- Warranty information
- Operation & Maintenance documentation
Quality Control
- Check products against specifications.
- Monitor product approvals.
- Coordinate sample requests.
- Assist with snagging and defect resolution.
- Maintain quality records.
Skills & Experience
Essential
- 2–4 years’ experience in procurement or project administration.
- Excellent organisational skills.
- Comfortable with Accounting tracking & Cost Reporting Systems
- Strong Microsoft Excel and Microsoft Office skills.
Desirable
- Experience within interiors, construction or furniture procurement.
- Knowledge of FF&E procurement.
- Experience using Xero or similar accounting software.
- Experience with project management software.
- Knowledge of import logistics and shipping.
Personal Attributes
We’re looking for someone who is:
- Exceptionally organised.
- Calm under pressure.
- Proactive and solutions-focused.
- Commercially aware.
- Detail-oriented.
- Confident communicating with suppliers and clients.
- Able to work independently while supporting a wider team.
- Professional and dependable.
Key Performance Indicators (KPIs)
- Purchase orders issued accurately and on time.
- Procurement programmes maintained and updated weekly.
- Supplier quotations obtained within agreed timeframes.
- Project budgets accurately tracked.
- Delivery schedules achieved.
- Procurement documentation maintained to company standards.
- Invoice discrepancies resolved promptly.
- Strong supplier relationships maintained.
- Client deadlines consistently met.
Career Progression
This role offers an excellent opportunity to develop within Grove & Co.’s growing procurement team, with progression towards:
- Procurement Coordinator
- Procurement Manager
As the business continues to grow, the successful candidate will have the opportunity to take increasing ownership of supplier relationships, procurement strategy and project delivery across a portfolio of high-profile hospitality, residential and commercial developments.
Work Location: In person
