Procurement and Finance Operations Specialist– Mandarin Speaker

SenseTime is a fast-growing technology company transforming the photography industry by combining professional photography with advanced AI-powered imaging solutions. We operate at leading leisure, entertainment and tourist destinations across the UAE, helping guests capture and relive memorable experiences.The Procurement and Finance Operations Specialist is responsible for coordinating end-to-end purchasing, supplier management, logistics administration and basic bookkeeping support. The role ensures that goods and services are sourced competitively, approvals are obtained on time, deliveries are properly coordinated and all supporting financial records are accurate and complete.As a key coordination point between local operations and Chinese speaking stakeholders or suppliers, the position requires professional fluency in both English and Mandarin Chinese, strong follow-up skills and the ability to manage several priorities across multiple sites.Key ResponsibilitiesVendor Sourcing and Procurement• Identify, research and evaluate new vendors and suppliers in line with approved business requirements.• Obtain quotations from suitable suppliers, prepare price comparisons and recommend the most appropriate option based on cost, quality, lead time, service and commercial terms.• Negotiate prices, payment terms, delivery schedules, warranties, service levels and other commercial conditions within delegated authority.• Prepare and process purchase requisitions, purchase orders and supporting procurement documents accurately and on time.• Follow up with suppliers regarding order confirmation, production status, dispatch, delivery and resolution of shortages, defects or delays.• Maintain an updated supplier database, quotation history, pricing records, contracts and vendor performance information.• Support supplier onboarding, document collection and periodic supplier performance reviews.• Ensure purchases comply with approved budgets, procurement procedures and management instructions.OA System and Head Office Approvals• Submit procurement, payment and related approval requests through the OA system with complete and accurate supporting documentation.• Coordinate with requestors to obtain missing information, quotations, justifications or approvals before submission.• Follow up proactively with Head Office and relevant approvers until approval is received, while keeping internal stakeholders informed of progress.• Maintain an approval tracker showing submission dates, approval status, pending actions and completion dates.• Do not place orders or make commitments outside the approved authority and procurement process.Logistics and Delivery Coordination• Coordinate local and international shipments, transportation arrangements, courier services and delivery schedules.• Liaise with suppliers, freight forwarders, customs brokers, drivers, warehouses and receiving locations.• Prepare, review and maintain shipment documents, including commercial invoices, packing lists, delivery notes, airway bills and customs related documents.• Track shipments from dispatch through final delivery and escalate delays, damages, shortages or customs issues promptly.• Coordinate delivery timing with Retail Site Managers, IT personnel and other receiving teams to minimise disruption to operations.• Confirm receipt of goods and ensure delivery notes, goods received records and discrepancies are properly documented.• Support inventory transfers and movement of equipment or supplies between offices, warehouses and retail sites.Accounts and Bookkeeping Support• Verify supplier invoices against approved purchase orders, quotations, delivery notes and goods received confirmations.• Maintain accurate records of invoices, expenses, payments, advances and other procurement-related transactions.• Prepare payment documentation and coordinate with Finance to ensure complete and timely payment processing.• Assist with supplier statement reconciliation, account reconciliation and follow-up on outstanding balances or disputed invoices.• Track payment due dates and communicate with suppliers professionally regarding payment status.• Support petty cash or expense record administration when assigned, in accordance with company procedures.• Maintain clear audit trails and organised files for all financial and procurement supporting documents.Administration, Reporting and Record Control• Maintain complete electronic files for quotations, purchase orders, invoices, approvals, payment records, shipping documents and contracts.• Prepare regular procurement, logistics, cost, delivery and payment status reports for management.• Monitor pending orders, approvals, deliveries and payments, and follow up with the responsible parties until closure.• Maintain accurate inventory and asset-related records where procurement or logistics support is required.• Assist in preparing budgets, cost estimates, procurement plans and management presentations.• Provide general administrative and operational coordination support as assigned.Cross-Functional Coordination• Work closely with the IT , Retail Operations team regarding technology equipment, maintenance items, installations and technical purchasing requirements.• Coordinate with company drivers regarding collection, delivery and movement of documents, equipment and supplies.• Liaise with Retail Site Managers to understand operational needs, confirm specifications and schedule deliveries.• Coordinate with Finance, Operations, HR, Administration and Head Office to ensure timely completion of requests.• Communicate effectively with local and international suppliers, including Mandarin speaking vendors and Head Office contacts.• Provide translation or communication support in English and Mandarin where required for procurement and operational matters.Additional Operational Expectations• Demonstrate flexibility to support urgent operational requirements and, when reasonably required, work beyond normal duty hours to complete time sensitive procurement, shipment or site support activities.• Be willing to undertake related administrative, procurement, logistics, accounts or operational duties assigned by management.• Maintain professional conduct, confidentiality and a service-oriented approach when dealing with internal and external stakeholders.• Respond promptly to urgent requirements while maintaining accuracy, cost control and compliance.Qualifications and Experience• Bachelor’s degree or diploma in Business Administration, Supply Chain Management, Logistics, Accounting, Finance or a related discipline is preferred.• Minimum 2–4 years of relevant experience in procurement, administration and logistics coordination.• Practical experience in basic accounting, bookkeeping, invoice verification or reconciliation support.• Demonstrated experience in vendor sourcing, quotation comparison and commercial negotiation.• Previous experience in the UAE is preferred.• Experience supporting multi-site retail, technology, hospitality, leisure or entertainment operations is an advantage.• Candidates available to join immediately or at short notice will be given preference.Language and Technical Requirements• Professional fluency in spoken and written English is mandatory.• Professional fluency in spoken and written Mandarin is mandatory.• Strong working knowledge of Microsoft Office, especially Excel, Word and Outlook.• Ability to prepare quotation comparisons, trackers, reconciliations and reports using Excel.• Experience with ERP, procurement, accounting or workflow approval systems is preferred, familiarity with OA systems is an advantage.• Ability to manage electronic records and shared folders accurately.Core Competencies• Commercial awareness and cost-conscious decision making.• Strong negotiation and supplier management skills.• Excellent planning, coordination and follow up capability.• High attention to detail and numerical accuracy.• Ability to prioritise multiple requests and meet deadlines in a fast-paced environment.• Clear written and verbal communication across different cultures and departments.• Problem solving ability and a proactive approach to operational issues.• Integrity, confidentiality and accountability.• Teamwork, adaptability and a customer-service mindset.Key Performance Indicators• Percentage of procurement requests completed within agreed timelines.• Cost savings or cost avoidance achieved through negotiation and competitive sourcing.• Accuracy and completeness of purchase orders, invoices, approvals and supporting records.• On time delivery rate and effective resolution of shipment or supplier issues.• Timeliness of OA submissions and follow up on pending approvals.• Supplier responsiveness, quality and service performance.• Accuracy of procurement, logistics, payment and reconciliation trackers.